Operations Supervisor

FirstService Residential; Miami (FL); On-site; USD 27,000 - 39,000; Full time

Benefits offered by this job

Medical plans (as part of fullBenefits

Dental

Vision

Paid holidays

401k with company match

Job summary

FirstService Residential in Miami is seeking an administrative professional to support the Operations department with IT, Purchasing, Operations and Banking tasks.

You will manage calendars, handle calls and mailings, prepare reports and presentations, and assist with meetings and travel as needed. The role requires strong MS Office skills, discretion with confidential information, and a collaborative, detail‑oriented mindset.

Qualifications

• Associate degrees in business or related field and 2–3 years of administrative experience.
• Strong customer service and communication skills.
• Proficiency in Windows and Microsoft Office applications; ability to handle confidential information.

Responsibilities

• Provide administrative support to the Operations department and Management.
• Manage calendars and schedule meetings and events.
• Handle calls/voicemails and route to appropriate areas.

Skills

Customer service

Verbal communication

Written communication

Microsoft Office

Organization

Multi-tasking

Confidential information

Team player

Education

Associate degree in business or related field

Tools

Word

Excel

PowerPoint

Visio

Outlook

Job description

Description

Perform duties to provide administrative support to all functions within the Operations department including IT, Purchasing, Operations and Banking, working within the limits of standard or accepted practice.

Your Responsibilities

• Provide administrative support to all members of the Operations department and Management. Assist with calls/voicemails, reroute calls to appropriate area, and arrange call backs.
• Handle all mailings and billings and process and track approved office supplies for all A/R offices.
• Compose letters and submit them to Management for signature and approval. Assist management in the preparation of presentations as necessary.
• Manage calendars, arrange meetings, and plan and set up conferences and events and prepare materials as necessary.
• Operations Help Desk support.
• Assist all members of the operations team (IT, Purchasing, Operations, Banking) in accomplishing their goals and objectives.
• Prepare reports, correspondence, presentations, and other communication materials.
• Conduct research, prepare reports and financial data.
• Attending staff meetings with operations team and staff to keep well informed, and to ensure follow-up on decisions or actions to be taken by staff.
• Provide administrative support and computer skills for special projects.
• Always conduct business 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

• Associate degrees in business or related field from an accredited college or university, and two to three years of administrative experience; or equivalent combination of education and experience.
• Knowledge, Skills & Proficiencies
• Excellent customer service skills
• Strong verbal and written communication skills. Detail oriented and strong organizational and multi-tasking skills.
• Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point, Visio, and Outlook. Proficiency researching the Internet.
• Ability to work with sensitive or confidential information.
• Ability to meet deadlines and work well under pressure.
• Ability to work in a team environment as well as independently and be self-driven.
• Critical thinking, problem solving, judgment and decision-making abilities.
• Ability to work with sensitive information and maintain confidentiality.
  Critical thinking, complex problem solving, judgment and decision making
  Motivated self-starter.

Physical Requirements

• This position works under usual office conditions.
• The employee is required 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.
• The incumbent must be able to work extended and flexible hours and weekends as needed.
• Physical demands include the ability to lift up to 50 lbs.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Travel Work may involve some driving/traveling to properties.

Schedule

Monday Thrugh Friday : 10:30 am to 7:00 pm

Salary

$24

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.