Administrative Assistant - Office Reception

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

Benefits offered by this job

Full benefits package

401(k) with company match

Paid holidays

Job summary

FirstService Residential in Miami Beach, FL is seeking an Administrative Assistant to provide a broad range of office and staff support for the property management operations. You will handle records, reports, payroll assistance, budgets, and various clerical tasks.

The role requires an associates degree or equivalent experience, 3–5+ years of related work, strong customer service skills, and excellent communication.

Qualifications

• Associates degree or equivalent experience preferred.
• 3–5+ years of related work experience.
• Strong customer service and communication skills.
• Excellent interpersonal and office management abilities.

Responsibilities

• Coordinates collection and preparation of operating reports and new hires.
• Answers telephone, handles messages courteously and promptly.
• Prepares management reports, notices, and board materials for review.
• Maintains resident information in databases and shares with PM, board, and staff.
• Tracks insurance certificates and maintains records for vendors and unit owners.
• Maintains supply closet and processes purchasing.
• Opens mail, codes invoices for processing, and assists with accounts payable.
• Arranges meetings for Board approvals and maintains memo updates.
• Ensures safety procedures and a safe work environment.

Skills

Administrative background

Customer service

Interpersonal skills

Phone etiquette

Communication

Education

Associates degree with concentration in business

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.

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.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.