Administrative Assistant (Condo Experience)

FirstService Residential; Boynton Beach (FL); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Full benefits

401k with company match

Paid holidays

Job summary

FirstService Residential in Boynton Beach, FL is seeking an Administrative Assistant to deliver broad staff support. You will assist with payroll, budgeting, records, and operations while maintaining resident information in databases and coordinating reports for the Property Manager and Board.

The role emphasizes strong customer service, communications, and organizational skills, with daily office tasks, meetings, and occasional overtime to support board activities.

Qualifications

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• 3–5+ years of related work experience.
• Intermediate proficiency in Microsoft Windows software.
• Strong administrative background.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication and customer service and telephone skills.

Responsibilities

• Coordinate collection and preparation of operating reports and new hires.
• Answer phones, route messages courteously and promptly.
• Prepare management, committee reports and meeting notices for review.
• Maintain resident information in the database monthly and share with PM/Board.
• Maintain insurance records and certificates for vendors and owners.
• Manage supply closet and procurement following procedures.
• Process AP invoices and code for PM approval; handle mail distribution.
• Schedule Board approvals and update memos/policies as needed.
• Update and file closing statements or deeds; coordinate name/address changes.
• Track keys, transmitters, and fobs; log purchases for inventory.
• Follow safety procedures and perform other duties as required.

Skills

Administrative support

Customer service

Interpersonal skills

Communication skills

Office management

Telephone skills

Computer literacy

Windows proficiency

Education

Associates degree or equivalent

3–5 years of related experience

Tools

Microsoft Windows

Job description

Job Overview

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

Schedule

Monday to Friday 8:30am - 5pm

Your Responsibilities

• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
• Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
• Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
• Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
• Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
• Sets up meetings for Board Approval process.
• Keeps packages updated with new memos and policies as required.
• Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
• Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
• Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
• Follows safety procedures and maintains a safe work environment.
• Other duties as required.

Skills & Qualifications

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• Three (3) to Five (5) plus years of related work experience.
• Computer literacy: Intermediate proficiency in Microsoft Windows software.
• Must possess strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Physical Requirements

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary.

Supervisory Responsibilities

• No supervisory responsibilities

What We Offer

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Automated Employment Decision Tool (AEDT) Usage

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations

Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Requesting Information About the AEDT - NYC Local Law 144

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.