Lifestyle Administrative Assistant

FirstService Residential; Poinciana (FL); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Gym access

Swimming pools

Job summary

FirstService Residential in Florida is seeking a Lifestyle Administrative Assistant to provide essential administrative and clerical support for the Lifestyle Department. You will manage calendars, arrange meetings and travel, and prepare materials for meetings.

Ideal candidates bring an administrative background with strong interpersonal, organizational, and customer service skills, and the ability to work independently in a fast-paced, professional environment.

Qualifications

• Proficient with Microsoft Word and Excel; capable of managing databases and mass email.
• Administrative background with proven office management experience.
• Strong communication and interpersonal skills with a customer-service focus.

Responsibilities

• Provide administrative, clerical, and support to maintain workflow of the Lifestyle Department.
• Answer and screen calls, manage calendars, plan meetings and events, arrange travel.
• Prepare materials, conduct research, produce correspondence and reports.
• Support special projects and handle routine duties as assigned.

Skills

Computer skills

Administrative background

Interpersonal skills

Critical thinking

Team player

Independent work

Positive attitude

Organization

Customer service

Communication

Job description

Job Overview: The Lifestyle Administrative Assistant provides a variety of administrative and clerical support for the Lifestyle Department while working within the limits of standard or accepted practice and maintaining the workflow and organization of the department.

• Provide administrative, clerical, or other support as needed to maintain the workflow and organization of the Lifestyle Department.
• Answer and screen incoming telephone calls and direct calls to appropriate staff members. Assist with the distribution of phone messages and other verbal or written communication as needed.
• Manage calendar, arrange meetings, plan and set up conferences and events, and make travel arrangements.
• Prepare and copy necessary materials for prior meetings.
• Conduct research on various topics and prepare any range of presentations, routine correspondence, departmental communications, periodic reports and analyses and other documents as necessary. Ensure accuracy of communication.
• Provide support on special projects as needed.
• May provide additional administrative support as directed, including photocopy and fax documents and check and route voicemail.
• Other duties as assigned.

Additional Duties & Responsibilities

• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Skills & Qualifications

• Computer skills (Microsoft Word, Excel, mass email, database management, etc.).
• Administrative background.
• Outstanding interpersonal, office management and communication skills, as well as a self-starter and multi-tasker.
• Critical thinking, complex problem solving, judgment and decision making.
• Exercise all duties and tasks in a cheerful and friendly manner as well as be a team player, together with office staff and residents, to achieve all events successfully.
• Ability to work independently and be self-driven, with ability to identify, plan and prioritize business opportunities.
• Ability to maintain positivity and diplomacy in a fast-paced environment.
• Excellent organization, motivation and interpersonal skills.
• Excellent customer service skills
• Ability to communicate and provide guidance.

Physical Requirements

• Ability to work under usual office conditions.
• Ability to work at a personal computer as well as be on the phone for extended periods of time.
• Must be able to stand, sit, walk and occasionally climb.
• Physical demands include ability to lift up to 30-50 lbs.

Supervisory Responsibilities

• None.

Additional Information

• Schedule: Wednesday – Sunday, 8 hours per day
• Full Time
• Property specific perks (free access to gym, swimming pools)

What We Offer

As a full-time 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: TBD based on experience.

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.