Property Operations Administrative Specialist

FirstService Residential; Naples (FL); On-site; USD 50,000 - 58,000; Full time

Benefits offered by this job

Medical, dental, vision

401k with company match

Paid holidays

Paid time off

Occasional travel

Job summary

FirstService Residential in Naples, FL is seeking an Administrative Assistant to provide a wide range of administrative and staff support for property management and association operations.

The role includes handling operating reports, board meeting notices, resident data, insurance records, purchasing, AP invoices, and meeting coordination, with a typical Monday–Friday, 8:00am–4:00pm schedule. A strong admin background and customer service skills are essential.

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., 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

Strong administrative background

Customer service

Interpersonal communications

Telephone skills

Self-starter

Office management

Microsoft Windows proficiency

Education

Associate degree in business

Equivalent mix of education and experience

Tools

Microsoft Windows

Job description

FirstService Residential in Naples, FL is seeking an Administrative Assistant to provide a wide range of administrative and staff support for property management and association operations.

The role includes handling operating reports, board meeting notices, resident data, insurance records, purchasing, AP invoices, and meeting coordination, with a typical Monday–Friday, 8:00am–4:00pm schedule. A strong admin background and customer service skills are essential.