Administrative Assistant
11 days ago
Largo
Job DescriptionCore 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., • 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. q2OuE5anU7