Administrative Assistant (Part-time)
Company: First Service Residential
Location: Boca Raton
Posted on: May 16, 2022
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Job Description:
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, 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: First Service Residential, Boca Raton , Administrative Assistant (Part-time), Administration, Clerical , Boca Raton, Florida
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