Property Management Administrative Specialist

FirstService Residential; Tampa (FL); On-site; USD 30,000 - 36,000; Full time

Benefits offered by this job

Medical plans

Dental plans

Vision plans

401k with company match

Paid holidays

Job summary

FirstService Residential is seeking an Administrative Assistant to provide a wide range of administrative and staff support for property management operations. You will assist with payroll, budget preparation, records control, and reports for the association, with duties including vendor records and board communications.

The role emphasizes strong organizational and customer service skills, with a Monday–Friday schedule and comprehensive benefits for a full-time position.

Qualifications

• Associates degree or equivalent combination of education and experience.
• 3–5+ years of related work experience preferred.
• Proficiency with Microsoft Windows software and basic office applications.
• Strong administrative and communication skills.

Responsibilities

• Coordinates collection and preparation of operating reports such as time-and-attendance records and new hires.
• Ensures telephone coverage is answered properly and messages are handled promptly.
• Prepares Management Reports and committee notices for review and approval.
• Maintains and updates resident information in the database monthly for access by PMs, Board, and valet desk.
• Tracks insurance certificate requests and maintains records for vendors and unit owners.
• Manages office supplies and assists with purchasing procedures.
• Processes accounts payable invoices and codes them for PM approval.
• Sets up Board approval meetings and distributes related materials.

Skills

Administrative experience

Customer service

Office management

Microsoft Windows

Education

Associate degree in business administration

Job description

FirstService Residential is seeking an Administrative Assistant to provide a wide range of administrative and staff support for property management operations. You will assist with payroll, budget preparation, records control, and reports for the association, with duties including vendor records and board communications.

The role emphasizes strong organizational and customer service skills, with a Monday–Friday schedule and comprehensive benefits for a full-time position.