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FirstService Residential · 2 hours ago

Administrative Assistant

Aventura, FL

Full-time

Onsite

Mid Level

$19/hr - $23/hr

3+ years exp

FirstService Residential is seeking an Administrative Assistant to provide a wide variety of administrative and staff support services. The role involves managing office work related to property management, including payroll assistance, budget preparation, and maintaining records and reports.

Property ManagementReal Estate

Hiring Manager

Caterina Parravicini

Responsibilities

Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires

Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner

Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval

Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk

Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners

Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures

Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve

Sets up meetings for Board Approval process

Keeps packages updated with new memos and policies as required

Prepares any resident information packages that require Board approval, (i., e., Architectural Modification)

Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons

Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed

Follows safety procedures and maintains a safe work environment

Other duties as required