Full-Time Bilingual Administrative Assistant - Property Ops

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

Benefits offered by this job

Full benefits

401(k) with company match

Paid holidays

Job summary

FirstService Residential in Coral Gables, FL is seeking an Administrative Assistant to provide broad administrative and staff support for property management and operations. You may handle payroll, budgets, records, and board-related duties while supporting the association and managers.

Key responsibilities include preparing reports, managing resident data, handling mail and invoices, coordinating board meetings, and ensuring timely communications.

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.

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 and maintains insurance records for vendors and unit owners.
• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets.
• Sets up meetings for Board Approval process.
• Keeps packages updated with new memos and policies as required.

Skills

Administrative experience

Customer service

Interpersonal skills

Communication skills

Telephone skills

Bilingual

Education

Associate degree in business

Tools

Microsoft Windows

Job description

FirstService Residential in Coral Gables, FL is seeking an Administrative Assistant to provide broad administrative and staff support for property management and operations. You may handle payroll, budgets, records, and board-related duties while supporting the association and managers.

Key responsibilities include preparing reports, managing resident data, handling mail and invoices, coordinating board meetings, and ensuring timely communications.