Administrative Assistant - Office Reception

FirstService Residential; Miami (FL); On-site; USD 30,000 - 34,000; Full time

Job summary

FirstService Residential in Miami, FL is seeking an Administrative Assistant to provide a broad range of administrative and staff support services for the property management association. The role includes preparing operating reports, managing resident information, and handling invoices and purchasing with a strong emphasis on customer service.

The position requires an associates degree in business preferred, 3–5 years of related experience, and bilingual proficiency.

Qualifications

• Associates degree in business preferred or equivalent combination of education and experience.
• Three to five+ years of related work experience.
• Computer literacy: intermediate proficiency in Microsoft Windows software.
• Strong administrative background required.
• Excellent interpersonal, office management and communications skills.
• Self-starter with strong communication and customer service abilities.

Responsibilities

• Coordinates collection and preparation of operating reports (time and attendance, terminations, new hires).
• Answers the telephone and handles messages courteously and promptly.
• Prepares management and committee reports and board meeting notices.
• Maintains resident information in the database and provides it to managers and board.
• Maintains insurance records and processes invoices and purchasing procedures.
• Sets up meetings for Board approvals and updates memos and policies.
• Follows safety procedures and can work extended hours, including weekends.

Skills

Administrative background

Customer service

Interpersonal skills

Telephone skills

Microsoft Windows

Education

Associates degree in business preferred

Job description

Description

Job Overview:

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. P erforms 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.

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


• MUST be Bilingual

Additional Information

• Schedule: WEEKDAYS - OFFICE HOURS /// MONDAYS ONLY: 12PM to 08PM

What We Offer:

As a full-time non-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.

Compensation: $22.00 - $25.00 per hour

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.