Bilingual Administrative Specialist – Property & Office Ops

FirstService Residential; Key Biscayne (FL); On-site; USD 40,000 - 43,000; Full time

Benefits offered by this job

Full benefits package

401k with company match

Paid holidays

Job summary

FirstService Residential in Florida is seeking an Administrative Assistant to provide a wide range of administrative and staff support services. You will perform office tasks related to property management and the association's operations, including payroll assistance, budget preparation, records control, and reporting.

You will coordinate reports, manage resident data, file maintenance, and communicate with the Property Manager and Board.

Qualifications

• Associates degree in business preferred or equivalent experience.
• 3-5+ years of related work experience.
• Intermediate proficiency in Microsoft Windows software.
• Strong administrative background required.
• Excellent customer service and communication skills.
• Excellent interpersonal and office management skills.

Responsibilities

• Coordinate collection and preparation of operating reports (time and attendance, terminations, new hires).
• Ensure proper telephone etiquette, courteous message handling, and timely responses.
• Prepare management, committee reports, and meeting notices for review and approval.
• Maintain resident information in the computer database and share with PM, Board, and valet desk.
• Track insurance certificate requests and maintain vendor and unit owner records.
• Maintain supply closet and manage office purchases.
• Process invoices and code for approval; prepare payables with related tickets.
• Set up Board-approved meetings and distribute updated memos and policies.
• Provide resident information packages requiring Board approval (e.g., Architectural Modifications).
• Coordinate receipt of closing statements or warranty deeds for file and billing changes.
• Maintain inventory of common area keys, transmitters, fobs, and re-order as needed.
• Keep log for purchases and assist with safety procedures.
• Attend Board meetings and work beyond standard hours as needed.

Skills

Office administration

Customer service

Interpersonal skills

Communication skills

Telephone skills

Education

Associates degree in business or equivalent experience

3-5+ years of related work experience

Tools

Microsoft Windows

Job description

FirstService Residential in Florida is seeking an Administrative Assistant to provide a wide range of administrative and staff support services. You will perform office tasks related to property management and the association's operations, including payroll assistance, budget preparation, records control, and reporting.

You will coordinate reports, manage resident data, file maintenance, and communicate with the Property Manager and Board.