Administrative Assistant Job at FirstService Residential, Miami, FL

eDFCZTJUQ3RJWGhuZVZDaGt3OUl6M3VQK2c9PQ==
  • FirstService Residential
  • Miami, FL

Job 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 monthly. 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 the 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.

Additional Information

  • Schedule: Monday-Friday 8:00am – 4:30pm

What We Offer:

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation: $19 -$23 per hour

Disclaimer:

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 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.

Job Tags

Hourly pay, Holiday work, Full time, Work experience placement, Flexible hours, Weekend work, Monday to Friday,

Similar Jobs

Deloitte

International Tax Senior Consultant, Global Trade Advisory Job at Deloitte

 ...for this role ends on May 31, 2026.What you'll doAs a Senior Consultant on our Global Trade Advisory team, you will participate in engagements...  ...Trade Advisory practice is a national practice within Deloitte Tax LLP's International Tax business and advises U.S. and foreign... 

URBAN HEALTH PLAN, INC.

Certified Dental Assistant Job at URBAN HEALTH PLAN, INC.

 ...Position Summary: The Dental Assistant will be a dedicated member of our School Health Department to support Dental Services within our public school programs. The full time, Monday through Friday position will spend 2 days in our Elmhurst, Queens School, and 3 days in... 

Tutor Me Education

In-Person Tutor Job at Tutor Me Education

 ...Tutor Me Education, a leading educational service provider in the primary and secondary education space, is seeking enthusiastic and motivated Tutors to join our team. The ideal candidate for this position should have a passion for creating safe, nurturing, and dynamic... 

Aerotek

Maintenance Technician | Técnica De Mantenimiento Job at Aerotek

 ...Job Title: Facility Maintenance Technician Will be performing preventative maintenance work on machines and throughout facility. Trouble shoot various production components (Conveyor belts, sprinklers, packaging machine). Performing general labor / handy man... 

Agile Consulting Group, Inc.

Data Analyst Job at Agile Consulting Group, Inc.

 ...application will not be considered for the role.We are seeking a Data Analyst to join our tax recovery team, focusing on sales tax...  ...become and remain compliant with their ongoing sales & use tax collection, reporting, and filing obligations.Agiles Vision:To establish...