Administrative Assistant - FirstService Residential
Miami, FL
About the Job
Job Overview:
As an Administrative Assistant, youâll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.
_Â_
Your Responsibilities:
We are looking for a candidate with high customer service skills, is a MUST.
Saturdays and Sundays the role requires to be âmanagerial support, this means the candidate will be monitoring FD, housekeeping, and maintenance with the supervisors of each department ensuring properly protocol of their duties. Board of directors itâs requesting this as a must because over the weekend we shall be able to supervise as well.
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Monday, Thursday, and Friday the role will be assisting our management team with the day-to-day duties, answering phone call, replying to emails, and fully assisting the administrative assistants possible since they will be at the front of the house . Helping residents with requests like scheduling the service elevators, orientations, handyman appointments and architectural modifications.
_Â_
+ 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 Managerâs 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. Â
+ 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.
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Skills & 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.Â
+ 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.
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Physical Requirements:
+ Physical demands include ability to lift up to 50 lbs.
+ Standing, sitting, walking and occasional climbing.
+ Required to work at a personal computer for extended periods of time.
+ Talking on the phone for extended periods of time.
+ Ability to detect auditory and/or visual emergency alarms.
+ Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
+ Driving when necessary.
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Supervisory Responsibilities
+ No supervisory responsibilities
+ MUST be Bilingual
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Additional Information
Schedule: Thursday-Monday 9:00am-5:30pm. TUESDAY AND WEDNESDAY OFF
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What We Offer :
As a full-time exempt 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.
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Compensation: $24 per hour
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Disclaimer :
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.Â
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As an Administrative Assistant, youâll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.
_Â_
Your Responsibilities:
We are looking for a candidate with high customer service skills, is a MUST.
Saturdays and Sundays the role requires to be âmanagerial support, this means the candidate will be monitoring FD, housekeeping, and maintenance with the supervisors of each department ensuring properly protocol of their duties. Board of directors itâs requesting this as a must because over the weekend we shall be able to supervise as well.
Â
Monday, Thursday, and Friday the role will be assisting our management team with the day-to-day duties, answering phone call, replying to emails, and fully assisting the administrative assistants possible since they will be at the front of the house . Helping residents with requests like scheduling the service elevators, orientations, handyman appointments and architectural modifications.
_Â_
+ 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 Managerâs 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. Â
+ 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.
Â
Skills & 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.Â
+ 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.
Â
Physical Requirements:
+ Physical demands include ability to lift up to 50 lbs.
+ Standing, sitting, walking and occasional climbing.
+ Required to work at a personal computer for extended periods of time.
+ Talking on the phone for extended periods of time.
+ Ability to detect auditory and/or visual emergency alarms.
+ Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
+ Driving when necessary.
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Supervisory Responsibilities
+ No supervisory responsibilities
+ MUST be Bilingual
Â
Additional Information
Schedule: Thursday-Monday 9:00am-5:30pm. TUESDAY AND WEDNESDAY OFF
Â
What We Offer :
As a full-time exempt 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.
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Compensation: $24 per hour
Â
Disclaimer :
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.Â
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Source : FirstService Residential