Administrative Assistant - Portfolio Admin

Perdido Key - Full-Time

$18.00 - $20.00 an hour

POSITION SUMMARY:

This position provides 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.

POSITION RESPONSIBILITIES:

• Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
• Initiates preparation of Management Reports, committee reports, and meeting notices as applicable and submit for Manager’s review and approval.
• Maintains roster of mailroom boxes.
• Keeps packages updated with new memos and policies as required.
• 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.
• 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.
• 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.
• As applicable, disburses laundry tokens, keep log of sales. Prepares deposit of receipts weekly. Order tokens and prepare packets. Keeps track of token inventory for re-ordering.
• Sets up meetings for Board Approval process.
• Maintain valid FL drivers license
• Follows safety procedures and maintains a safe work environment.
• Ensures that the telephone is answered properly and messages are handled courteously, accurately, and in a timely manner.
• 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.
• Other duties as required
• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
• Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
• Prepares move-in packages for re-sale and leases. Creates files, compiles, and coordinates all necessary information and documentation for new owners/leases.

OPERATING SKILLS, KNOWLEDGE & ABILITIES:

Education/Training:

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.

Experience/Knowledge/Abilities:

• Must possess strong administrative background.
• Excellent interpersonal, office management, and communications skills.
• Strong working knowledge of customer service principles and practices.
• Three (3) to five (5) plus years of related work experience.
• Self-starter with excellent communication, interpersonal and customer service, and telephone skills.

Computer Literacy:

Intermediate proficiency in Microsoft Windows software.

• Intermediate proficiency in
• Ability to detect auditory and/or visual emergency alarms.
• Required to work at a personal computer for extended periods of time.
• Ability to prioritize work with minimum supervision. Special Requirements:
• Ability to work extended/flexible hours, and weekends, and attend Board meetings as required.
• Driving when necessary.
• Talking on the phone for extended periods of time.
• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

DISCLAIMER: 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.