Administrative Assistant - Property Management

FirstService Residential; Florida; Vor Ort; USD 34.000 - 37.000; Vollzeit

Zusammenfassung

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.

Qualifikationen

• 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.

Aufgaben

• 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.

Kenntnisse

Administrative background

Customer service

Interpersonal skills

Communication skills

Telephone skills

Self-starter

Ausbildung

Associates degree in business

Tools

Microsoft Windows

Jobbeschreibung

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.