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Administrative Assistant

Company: FirstService Residential
Location: Fort Pierce
Posted on: August 3, 2022

Job Description:

Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America's foremost property management firm. We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, we think you should get to know us.Position DescriptionThis position provides a wide variety of administrative and staff support services. Performsoffice work directly related to property management and the general business operations of theassociation; May assist with budget preparation, accounting items, control of records andreports regarding operations, personnel changes, etc., and emergency service duties.POSITION RESPONSIBILITIES:--- Opens office each workday, following preset procedures.--- 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 handledcourteously, accurately and in a timely manner.--- Initiates preparation of Management Reports, committee reports, meeting notices asapplicable and submit for Manager's review and approval.--- Maintains, updates, and coordinates resident information in computer databases at aminimum on a monthly basis. Generates and provides this information to the PropertyManager, Assistant Manager, and Security Services.--- Keeps track of vendor insurance certificate requests. Maintains insurance recordsbooks.--- Maintains supply closet. Requests all office supplies and equipment, followingestablished purchasing procedures.--- Opens and distributes mail, prepares accounts payable invoices with work orders andreceiving tickets. Stamps and submits invoices for Assistant P.M. to code and approve.--- Prepares move-in packages for re-sale and leases. Creates files, compiles sandcoordinates all necessary information and documentation for new owners/leases.--- Assists in preparation of 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 tocorporate A/R to change name and address for maintenance coupons.--- Prepares deposit of receipts daily during golf season (Dec - May) and weekly during allother time periods.--- Maintains petty cash supply along with detailed records and receipts for all transactions.--- Maintains records for Property Credit Card usage and user approval process.--- Prepares requests for waivers, transfers, and refunds for General Manager and/or Boardof Directors to approve.--- Maintains inventory of common areas keys, transmitters and key fobs for residents andre-order as needed following established procedures. Maintains log for sales and cashpurchases 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 or accounting preferred, or equivalentcombination 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 andtelephone skills.Computer Literacy:--- Intermediate proficiency in Microsoft Windows software, including all Microsoft Officeapplications.--- Ability to quickly learn and demonstrate proficiency with multiple software platforms.--- 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 asrequired.--- Driving when necessary.The physical demands described here are representative of those that must be met by anemployee to successfully perform the essential functions of the job. Reasonableaccommodations may be made to enable individuals with disabilities to perform the essentialfunctions.DISCLAIMER: This is not an all-inclusive job description; therefore, management has theright to assign or reassign schedules, duties, and responsibilities to this job at any time.

Keywords: FirstService Residential, Fort Pierce , Administrative Assistant, Administration, Clerical , Fort Pierce, Florida

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