Administrative Assistant
Company: Firstservice Residential
Location: Hollywood
Posted on: May 13, 2022
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Job Description:
Full Time - RegularThis 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:* 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.* Maintains
roster of mailroom boxes.* 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.* Prepares move-in packages for re-sale and
leases. Creates files, compiles sand coordinates all necessary
information and documentation for new owners/leases.* 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.* 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.* 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.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.* Three (3) to Five (5) plus years of
related work experience.* 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.Computer Literacy:Intermediate proficiency in Microsoft
Windows software.* Intermediate proficiency in* Ability to
prioritize work with minimum supervision.Special 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.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.
Keywords: Firstservice Residential, Hollywood , Administrative Assistant, Administration, Clerical , Hollywood, Florida
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