Property Management Admin & Operations Specialist

FirstService Residential; Miami (FL); On-site; USD 27,000 - 38,000; Full time

Benefits offered by this job

Comprehensive benefits

401k with company match

Paid holidays

Time off benefits

Job summary

FirstService Residential in Miami is seeking an Administrative Assistant to provide wide-ranging office support for property management operations and association activities. You will handle clerical tasks, assist with payroll, budgets, records, and reporting, while supporting the Property Manager and Board.

The role requires 3–5+ years of related experience, an associates degree in business, and solid interpersonal and communication skills.

Qualifications

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• 3–5+ years of related work experience.
• Intermediate proficiency in Microsoft Windows software.
• Strong administrative and customer service background.
• Excellent interpersonal and communications skills.

Responsibilities

• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
• Ensure 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. 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., 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

Administrative skills

Customer service

Interpersonal communication

Telephone etiquette

Computer literacy

Education

Associates degree in business

Tools

Microsoft Windows

Office Suite

Job description

FirstService Residential in Miami is seeking an Administrative Assistant to provide wide-ranging office support for property management operations and association activities. You will handle clerical tasks, assist with payroll, budgets, records, and reporting, while supporting the Property Manager and Board.

The role requires 3–5+ years of related experience, an associates degree in business, and solid interpersonal and communication skills.