Administrative Assistant

Administrative Assistant

GREAT OPPORTUNITY FOR AN INDIVIDUAL LOOKING TO BREAK INTO THE PROPERTY MANAGEMENT FIELD! Reporting to the Property Manager, the Administrative Assistant will assist in managing the daily activities of multiple associations within one community. The Incumbent is responsible for coordinating office activities including scheduling appointments with vendors, board members and residents, delegating work orders, providing information to callers, taking meeting minutes, and providing general administrative support.

Outstanding organizational and follow-up skills with extreme attention to detail. Excellent written and verbal communication.

Take notes and/or transcribes from voice recordings to create draft minutes of all Board meetings; distributes to appropriate personnel.

Establish, maintain and, when necessary, revise the filing system.

Screen telephone calls and visitors, ascertaining who can be re-directed.

Manage an average of 700 calls per month.

Perform a broad range of administrative details, requiring initiative and judgment to make independent decisions.

Maintain calendar for the Property Manager, regularly arranging meetings, conferences, and appointments.

Create and close work order requests.

Follow up on all assignments and work orders delegated to vendors and maintenance staff as to status, expected completion date, etc.

Ability to effectively present information and respond to questions from Board members, residents, vendors, and Property Manager.

Ability to solve practical problems and deal with a variety of situations where only limited standardization exists.

Serves as a liaison between vendors, residents, and Board Members. Excellent time management.

Resolve and follow-up on all complaints / issues. New management. Lease or lease extensions application and input of new resident information.

Understand and abstract / research association documents.

Any other duties/tasks as directed by Property Manager MUST HAVE PRIOR ADMINISTRAITIVE EXPERIENCE! PROJECT MANAGEMENT EXPERIENCE IS A PLUS! Full-Time Pay Scale: Up to $26 DOE PLEASE DO NOT APPLY FOR THIS POSITION IF YOU LIVE MORE THAN 30 MINUTES FROM THE BOYNTON BEACH AREA!

Highly responsive and able to provide excellent customer service.

Ability to create and develop long-term relationships.

Multitask in a fast passed environment.

Capable and efficient in using computer systems including: MS-Office, Excel, Word & property management software.

Must pass a drug screening and background check.

Previous Maintenance experience.