ADMINISTRATIVE ASSISTANT

JOB DESCRIPTION: Administrative Assistant

REPORTS TO: Property Manager

SUMMARY: The Administrative Assistant is responsible for supporting managers, employees, and residents by performing a variety of administrative and clerical tasks. This role ensures the efficient and smooth day-to-day operation of the office through effective communication, organization, and time management. The Administrative Assistant reports to the Office Manager for duties and performance reviews.

ESSENTIAL FUNCTIONS:

• Handle daily correspondence including inter-office communication and external contacts (e.g., title companies, mortgage companies, owners, renters).
• Write and distribute emails, memos, letters, faxes, and forms.
• Prepare and process all outgoing mail daily, including copying, stuffing e
• Set up and regulate staff voicemails; monitor manager voicemails as needed.
• Assist in preparing regularly scheduled correspondence and reports.
• Create and distribute community-wide notices including meeting announcements, Board of Directors agendas, and newsletters.
• Process community violations (batch and individual).
• Handle state filing fees and documentation.
• Record and maintain minutes for annual and budget meetings.
• Process sales and rental applications.
• Prepare estoppels and questionnaires.
• Assist with special assessments.
• Monitor, maintain, and replenish office supplies.
• Maintain databases for association members and lease records.
• Process sign-ups and payments for the activities department.
• Prepare deposit paperwork for office and activities accounts.
• Copy, mail, and maintain chronological files for each manager.
• Type budgets and update association directories and Board of Directors contact books.
• Perform miscellaneous typing and proofreading for office staff and managers.
• Liaise with staff and management to meet deadlines for notices, filings, minutes, and other documents.
• Assist other departments with overflow tasks to meet deadlines.

MINIMUM QUALIFICATIONS: 

Experience and Education 

• Three (3) years of verifiable experience in accounts payable or related financial role.
• High School Diploma or Equivalent Preferred.
• Experience in property management or similar industry is a plus

Knowledge and Skills 

• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Attention to detail and problem-solving abilities.

Abilities

• Ability to multitask and prioritize work effectively.
• Ability to work independently and collaboratively.
• Ability to maintain confidentiality and professionalism.

Physical Demands 

• Ability to lift up to 10 lbs.
• Extensive use of fingers for typing and visual use of the computer monitor.
• Work in an upright standing or sitting position for long periods of time.
• Ability to perform the physical nature of the tasks listed above.

Work Environment / Conditions 

• Exposure to office equipment and supplies
• Day-to-day public contact.
• Frequently work at a fast pace, with constant interruptions.

OTHER: The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. Management retains the discretion to review as duties and responsibilities change with business necessity periodically. Essential job functions and any other functions are subject to modification at any time, with or without notice. Seacrest Southwest is an equal-opportunity employer and drug-free workplace.

ADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990

Disclaimer: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason