Administrative Assistant (Luxury Condos)

FirstService Residential; Delray Beach (FL); On-site; USD 34,440 - 37,195; Full time

Benefits offered by this job

Comprehensive medical plans

Dental and vision benefits

401(k) with company match

Paid holidays and time-off benefits

Job summary

A property management company in Delray Beach is seeking an Administrative Assistant to handle various office tasks, including maintaining records, preparing reports, and providing support to the management team. The ideal candidate will possess strong administrative skills, an associate’s degree, and experience in a related field. This role offers a work schedule from Monday to Friday with a pay range of $25 - $27 per hour. Comprehensive benefits and a collaborative work environment are included.

Qualifications

• Three to five years of related work experience.
• Self-starter with excellent communication and customer service skills.
• Ability to work extended/flexible hours and attend meetings.

Responsibilities

• Coordinates collection and preparation of operating reports.
• Maintains records of insurance certificate requests.
• Prepares accounts payable invoices with work orders.

Skills

Computer literacy: intermediate proficiency in Microsoft Windows software

Strong administrative background

Excellent interpersonal skills

Communication skills

Customer service principles

Education

Associate’s degree with concentration in business

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.

Location

West Palm Beach, FL 33401

Pay Range

$25 - $27/hr

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 submits 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 codes 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‑orders 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

• Associate’s 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 communication 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 including a choice of multiple medical plans, dental and vision. You will also be eligible for time‑off benefits, paid holidays and a 401(k) with company match. Occasional travel may be required to attend training and other company functions.

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all‑inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

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.