Administrative Assistant (Part Time)

Job Description

Job Description

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.

Essential Duties and Responsibilities :

• Provide administrative support to Community Association Manager(s).
• Respond to all voice mail messages and emails within 24 hours.
• Transfer owner calls to A / R Specialist. (Or escalate to A / R Supervisor, if needed).  Admins should NOT provide account balances or statements to anyone!  Not to owners, realtors, or the board.
• Assist, or route calls, from owners, board members, and contractors, to ensure customer satisfaction.
• Report emergencies to the association manager or RPM Executive immediately.
• Contact vendors for services / supplies as directed by Manager.
• Track monthly office “charges” and supplies so clients are billed properly.
• Process sales & lease applications in a timely manner.
• Vantaca - includes, but is not limited to the following :
• Maintain up to date contact, and other information, in the After-Hours section.
• Prepare / send / track violation letters & architectural applications, in a timely manner, generally within 48 hours.
• Input / track maintenance requests submitted by owners; include photos of the area(s) when applicable.
• Upload / create Notices, Minutes and other documents as required.
• Upload all Sales & Lease applications.
• Documents, Insurance summaries, meeting minutes, budgets, etc.
• Change Mailing Addresses, Phone Numbers, other contact information.
• Print Mailing Labels for Mailings.
• Print Owner Coupons as needed.
• Assist manager with timely preparation & distribution of board meeting packets.    .
• Program gates or door entry systems and issue new fobs or keys as needed.
• Maintain clubhouse / media room reservations and other property databases.
• Process association mail outs timely. Send large mailouts to Corporate office.
• Scan / email all invoices to the association’s Accounts Payable Rep. before the start of each scheduled Check Run.
• File association records & purge files annually.  Association records may NOT be destroyed without board approval.
• Prepare and update a Hurricane / Emergency Preparedness manual for clients under Manager’s direction annually.
• Special projects and or other miscellaneous duties that may arise.

Competencies :

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