Administrative Assistant (Condo Experience)

FirstService Residential; Florida; On-site; USD 34,000 - 37,000; Full time

Job summary

FirstService Residential in West Palm Beach, FL is seeking an Administrative Assistant to provide broad office support for property management operations. The role involves handling reports, vendor and resident records, AP invoices, and coordinating Board meeting processes.

Ideal candidates have 3–5+ years of related experience, an associate degree in business or equivalent, and strong communication, customer service, and computer 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.

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 and maintains insurance records for vendors and unit owners.
• Maintains supply closet and requests all office supplies and equipment, following purchasing procedures.
• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets, and codes invoices for PM to code and approve.
• Sets up meetings for Board Approval process.
• Keeps packages updated with new memos and policies as required.
• Prepares resident information packages requiring Board approval (e.g., Architectural Modification).
• Coordinates receipt of closing statements or warranty deeds and routes to accounting for name/address changes.
• Maintains inventory of common area keys, transmitters and key fobs; maintains log for sales and cash purchases.
• Follows safety procedures and maintains a safe work environment.
• Other duties as required.

Skills

Administrative background

Customer service

Interpersonal skills

Communication skills

Telephone skills

Self-starter

Education

Associates degree in business

Tools

Microsoft Windows

Job description

Description

Location: West Palm Beach, FL 33401

Pay: $25 - $27/hr

Schedule: Monday to Friday 9am - 5pm

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.

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.
• Reserved for property specific job responsibilities. (i.e.-Organizing packages)

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.

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.