Administrative Assistant – Associa (Saint Petersburg)

Associa is looking for an Administrative Assistant for our St. Petersburg, FL branch office.
The Administrative Assistant handles tasks outlined herein in order to assist Community Association Managers (CAM) with daily property operations. Administrative Assistants are to establish and maintain a professional, service oriented relationship with the Association Managers, other assistants and employees, clients, homeowners, vendors, and service providers. This is a Full-Time position in St. Petersburg, Florida.
Work Hours: Monday – Friday 8:30 AM – 5:00 PM

ESSENTIAL DUTIES AND RESPONSIBILITIES

• All Administrative Assistants must keep Association Board Lists and any Association notes and records in an identical manor determined by supervisor as the Administrative Services standard.
• Update and distribute Board Lists as directed by each Association Manager.
• Accept calls on behalf of the association, assist with unit owner concerns or maintenance issues for all administrative items. Forward all non-administrative calls transfer to the manager.
• Respond to and follow up on client inquiries, directing all non-administrative tasks to the manager
• Coordinate reservations for applicable association pools and clubhouses.
• Inventory property ‘hand out’ keys, stickers, etc., and reorder keys after Manager Approval is received.
• Maintain information logs for access gate, remote, key logs, and other information tracking binders.
• Timely generation of deed Restriction Violation letters.
• Architectural Control processing. Timely generation, copies, and mail out of Architectural Control Committee (ACC) approval or disapproval letters
• Cover and assist receptionist with break, sick, and vacation coverage. Also assist with any large overflow of mail as requested.
• Mail out budget, annual and/or special meeting packages and notices.
• Must follow the company’s Standards of Operations.
• Take initiative to act without need for prompting. Recognize and address problems quickly and decisively.
• Perform related duties and responsibilities as required. Qualifications

EDUCATION and/or EXPERIENCE

• 2-4 years of directly related clerical or administrative support experience

SKILLS AND KNOWLEDGE

• Self-motivated with ability to work in a with a “get it done” attitude.
• Must be able to use MS Office 2007 or later, particularly Excel and Word. Must be able to adapt to management software being utilized by company.
• Ability to interpret and follow verbal and written instructions
• Ability to communicate effectively, both verbally and in writing and exercise diplomacy
• Knowledge of business correspondence including rules of grammar, sentence structure, punctuation, and spelling
• Interpersonal skills necessary to effectively interface with all levels of personnel and work in a team environment
• Demonstrated ability to maintain confidentiality of records and to use discretion in the performance of daily activities
• Must be able to perform diversified but semi-repetitive operations following standardized methods and procedures under changing conditions.

Additional Information

All your information will be kept confidential according to EEO guidelines.

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