Administrative Assistant

Core Values 

• Adhere to the core values of Resource Property Management:  Honesty, integrity, respect, and courtesy are the cornerstones by which our company functions.   We value all clients and strive to provide professional and efficient management services.   

Competencies 

• Communication Skills 

• Business Acumen 

• Customer/Client focus 

• Decision Making Skills 

• Results Driven Management 

• Conflict Resolution 

Core Duties, Responsibilities and Essential Functions 

• Provide excellent customer service to board members, owners/residents courteously, timely and efficiently. 

• Return all calls and emails within 24 hours.   

• Resolve problems within the bounds of your authority to ensure customer satisfaction or function as “gatekeeper” and route call to appropriate party at RPM. 

• Report emergencies to Association Manager or RPM Executive Team Member immediately.   

• Check phone messages and promptly return calls.   When out of office, Ensure Mgr. sets email autoresponder.  

• Utilize Vantaca for management of the community.  Includes updating After Hours to record changes, processing Violation letters, logs, and other correspondence in a timely manner, generally within 48 hours. 

• Upload documents to Vantaca (meeting minutes, etc.) and Homewise in a timely manner. 

• Scan/email all invoices (in black & white) to the A/P department on/by 1st day of the check run. 

• Assist Manager with timely preparation of board and meeting packets.   

• Mail, email or upload monthly financial reports to the board within 24 hours of receipt. 

• Track annual report filings, elevator certs, pool permits, etc. 

• Process sales and lease applications, etc. 

• Process Associations mail-outs.  

• File association records and purge files annually.  Records may NOT be destroyed without board approval. 

• Prepare and update a Hurricane/Emergency Preparedness manual annually. 

• Contact vendors as needed to make necessary repairs as per manager’s direction. 

• Order supplies as directed. 

• Inspect property, if necessary, in the absence of Manger or maintenance staff. 

• Report payroll to RPM HR Department timely 2x per month as scheduled.   

• Keep manager informed of all issues. 

• Post meeting notices. 

• Special projects or other duties that may arise from time to time. 
  
   

Working conditions and Physical requirements 

• Must be able to work under pressure, meet deadlines, while providing exemplary customer service. 

• Ability to perform the essential job functions safely and successfully with RPM’s internal procedures and policies as well as all related employee handbooks and training/safety manuals. 

• Maintain regular, punctual attendance consistent with RPM policies & practices. 

• Lift and carry up to 20 pounds 

• Must be able to talk, listen, and speak clearly on telephone.