Property Admin & Records Coordinator

FirstService Residential; Estero (FL); On-site; USD 56,000 - 61,000; Full time

Job summary

FirstService Residential in Estero, FL is seeking an Administrative Assistant to provide a wide range of administrative support for the association’s operations. The role involves payroll assistance, budget prep, records control, and board coordination.

Responsibilities include preparing operating and management reports, maintaining resident information, handling invoices, scheduling board meetings, and ensuring smooth office workflows.

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 on a monthly basis. Generates and provides this information to the Property Manager, Board of Directors and valet desk.
• Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
• Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
• Sets up meetings for Board Approval process.
• Keeps packages updated with new memos and policies as required.
• Prepares any resident information packages that require Board approval, (i., e.g., Architectural Modification).
• Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
• Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
• Follows safety procedures and maintains a safe work environment.
• Other duties as required.

Skills

Interpersonal skills

Office management

Customer service

Telephone skills

Communication skills

Self-starter

Team collaboration

Education

Associates degree in business

Tools

Microsoft Windows

Job description

FirstService Residential in Estero, FL is seeking an Administrative Assistant to provide a wide range of administrative support for the association’s operations. The role involves payroll assistance, budget prep, records control, and board coordination.

Responsibilities include preparing operating and management reports, maintaining resident information, handling invoices, scheduling board meetings, and ensuring smooth office workflows.