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Administrative Assistant

Administrative Assistant

Resource Property ManagementLargo, FL, US
30+ days ago
Job type
  • Full-time
  • Quick Apply
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 .
  • Provide backup for the Receptionist when necessary.  Assist, or route calls, from owners, board members, and contractors, to ensure customer satisfaction.
  • Report emergencies to the association manager or RPM Executive immediately.
  • Monitor Managers’ voice messages and ensure / assist Mgr. turns on email autoresponder when out of office.
  • 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.
  • Mail or email monthly financial reports to the board within 24 hours of receipt.    Track / process annual report filings, 55+ communities, elevator certs, pool permits, etc.
  • 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 Clearwater 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 :

  • Adaptability.
  • Attention to Detail.
  • Collaboration.
  • Written & Verbal Communication.
  • Conflict Resolution.
  • Customer Service.
  • Organization.
  • Proficiency with MS Office Suite, internal accounting, and management programs.
  • Problem solving.
  • Professionalism.
  • Time Management.
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    Administrative Assistant • Largo, FL, US

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