Administrative Assistant (Rental Resale/Website)
Company: FirstService Residential
Location: Lake Worth
Posted on: January 26, 2023
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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 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:Coordinates collection and
preparation of operating reports, rental resale applications and
new owner orientations/assimilation.. Ensures that the telephone is
answered properly and messages are handled courteously, accurately
and in a timely manner.Maintain community website with committee
minutes, community documents, etc.Backup Social Director as
supplemental support, organizing and maintaining community
spreadsheets for tracking show tickets, social or entertainment
events, etc.. Initiates preparation of Management Reports,
committee reports, meeting notices as applicable and submit for
Manager's review and approval.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.. 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 tracking
roster and application of Bistro Cards and Bar Code/Key Fob 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..
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 inAbility 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, Palm Beach , Administrative Assistant (Rental Resale/Website), Administration, Clerical , Lake Worth, Florida
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