Admin Assistant

Job Description

Job Description

Minimum Qualifications
Education: High school diploma (HS) or general education degree (GED),
Florida Cam License (a plus) and a Valid Florida Driver’s license required.

Experience: 3+ years of senior level administrative assistant experience.

• Experience in banking and financial operations, including handling bank statements, loan processing, tax payments, CD management, and compliance with banking regulations is a plus

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Core Values:
Adherence to the core values of; honesty, integrity, respect, and courtesy are the cornerstones by which our company functions. We value our employees and seek to provide a healthy work-life balance to help ensure that we provides professional, efficient management services to our clients.

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• Screen all calls and assist callers when possible
• Schedule appointments and maintain calendars
• Provide comprehensive administrative support to management and the Board of Directors, including coordination of communications, projects, and deliverables
• Assist, route, and escalate calls from owners, board members, contractors, and prospective clients to ensure timely resolution and customer satisfaction
• Respond to voicemail messages and emails within 24 hours
• Report emergencies to the manager immediately
• Assist with special projects or research as needed
• Communicate status updates on prospective clients and renegotiated management agreements for existing clients
• Prepare marketing correspondence, management agreements, letters, and proposals for prospective clients
• Track, monitor, and maintain records on all legal matters
• Track annual requirements such as pool permits, elevator certificates, 55+ compliance, and annual/budget meeting notices
• Prepare meeting materials and supplies for presentations and set up conference rooms as needed
• Monitor managers’ voicemail and assist with out-of-office communications when needed
• Inform Manager of building maintenance issues and coordinate service requests with vendors as directed
• Contact vendors for services and supplies; troubleshoot office equipment and arrange service when necessary
• Monitor and replenish office supplies, and conference room needs; track monthly office charges for proper client billing
• Process sales and lease applications in a timely manner
• Audit check requests and Board meeting minutes companywide to ensure consistency and accuracy
• Occasional travel between offices
• Maintain concierge desk, making sure it is well stocked and clean.
• approve time keeping for front desk staff. 

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Competencies

• Strong communication and interpersonal skills
• Effective problem-solving and decision-making abilities
• Excellent leadership and team management skills
• Attention to detail and accuracy
• Conflict resolution and negotiation skills
• Computer proficiency, including Microsoft office, strong knowledge of Excel

• Always maintain confidentiality regarding executive team.

• Ability to multitask and prioritize tasks effectively
• Ability to adapt to changing company trends and practices
• Ability to build & maintain positive relationships with co-workers and clients
• Ability to think strategically and contribute to overall organizational goals Working Conditions, Physical and Other Requirements

• Ability to safely & successfully perform the essential job functions consistent with procedures, handbooks, training, and safety manuals
• Ability to maintain regular, punctual attendance consistent with policies
• Must be able to lift and carry up to 20 pounds
• Must be able to speak clearly and hear
• Frequently required to stand, walk, sit, reach with hands/arms and type correspondence
• Occasionally required to stoop, crouch, or kneel

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