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Urgent! Administrative Assistant (Part-time) Job Opening In Estero – Now Hiring FirstService Residential

Administrative Assistant (Part time)



Job description

Description



Job Overview:

As an Administrative Assistant, you’ll 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.

 

Your 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 & 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.

 

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.

Supervisory Responsibilities

  • No supervisory responsibilities

Additional Information

  • Schedule: Part-time - Monday-Friday 8:00am – 12:00pm

Compensation: $25.00 per hour

Disclaimer Statement

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.

 


Required Skill Profession

Secretaries And Administrative Assistants



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