Administrative Assistant Role
Reports To: Senior Management
FLSA Status: Salaried/Salaried Exempt
Company Overview
Bedrock Property Management LLC (“Bedrock”) is a property management firm with offices in New York City and Tampa Florida, that focuses on the manufactured housing industry. Currently, Bedrock manages approximately 2,400 pads in central Florida which are owned by Bedrock Communities, an affiliated real estate private equity firm. Bedrock Communities has raised approximately $70,000,000 in equity commitments, across two funds, to invest in the manufactured housing sector.
Role
Bedrock is seeking a detail oriented, hands-on, administrative assistant. This role will report directly to senior management of the company and be responsible for all administrative duties. This is an excellent opportunity for a motivated individual to be a part of a dynamic and growing company. This role will be located in the Tampa area office.
I. GENERAL DUTIES AND RESPONSIBILITIES
- Create and prepare letters and memos as requested
- Create and maintain a social media presence for Bedrock Property Management
- Maintains office equipment and supplies
- Prepare overnight envelopes and Click2Mail items as requested
- Make copies, scan and save documents to OneDrive as requested and needed
- Assist with office organization both electronically and on-site
- Pull and send needed documents as requested *
II. ESSENTIAL DUTIES AND RESPONSIBILITIES
- Financial
- Submit invoices to A/P process as requested
- Gather and organize information related to new acquisitions
- Assist with Property Level Reporting follow-up
- Gather, organize and complete information on new funding applications
- Maintain all computer file management in OneDrive folders
- Coordinate New Vendor Set Up
- Manage vendor Certificate of Insurance ensuring the CoI is on file and current
- Prepare tickler system for business and mobile home permits that expire
- Renew business permits and mobile home permits as needed
- Post receivables to AppFolio as needed * Personnel
- Organize new hire paperwork and send to HR Consultant as requested
- Maintain organization of personnel files in OneDrive
- Maintain excellent rapport with staff, vendors and residents
- Make travel arrangements (i.e. flights, rental cars, hotel) as requested
- Assist with preparation of employee workshops and training.
- New Property Acquisitions
- Assist onsite staff with vendor set-up, transfer of utilities, transfer of other services/contracts
- Set up OneDrive
- Set up new employee e-mail account
- Set up and order new collateral as needed (business cards/letterhead) * Legal
- Conduct title searches to begin eviction process
- Complete Demand notices for non-payment and other violations
- Coordinate hand-delivery of notices by On-site Property Manager on same day certified notice is mailed
- Save all filings and mailings in OneDrive
- Track all evictions currently with attorney
III. JOB REQUIREMENTS The requirements listed below are representative of the knowledge, skill and/or ability required to perform the essential duties and responsibilities satisfactorily.
- Ability to conduct themselves both at work and off duty in a manner that does not adversely affect the image of Bedrock Communities.
- Must have a valid driver’s license, proper automobile insurance and dependable transportation that is in good operating condition. 3. Ability to do minor errands for firm (post office, bank, office supplies)
- Ability to maintain a professional image and attitude in keeping with the objectives of the firm.
- Ability to meet attendance requirements (regular and predictable attendance) Monday – Friday 9 a.m. – 5 p.m.
- Ability to work with others. The ability and willingness to accept and follow the directions of others.
- Possession of character traits of honesty, dependability, courtesy and cooperativeness.
- Ability to comply with all firm policies and procedures.
- Possession of good organizational, leadership and communication skills.
- Possession of self-motivation and ability to motivate others.
- Proficient in Microsoft Office (Word, Excel, Outlook), Adobe, Rent Manager.
- Respect for all person, regardless of race, ethnicity, age, religion, gender, sexual orientation, state of health, etc.
Educational Qualifications – High School diploma with three or more years of administrative background. Property management experience a strong plus.
Working Conditions – Standard office conditions – combination of sedentary work plus standing, walking and light lifting.
Job Type: Full-time
Experience:
- data entry: 1 year (Preferred)
- Administrative: 3 years (Preferred)
Education:
- High school or equivalent (Preferred)
Work Location:
- One location
Benefits:
- Paid time off
- Parental leave
Typical start time:
- 9AM
Typical end time:
- 6PM
Setting:
- Other
Administrative Duties:
- Scheduling
- Sorting and sending mail
- Answering and routing phone calls
- Managing social media
Financial Duties:
- Expense reports
- Processing payments
This Job Is Ideal for Someone Who Is:
- Adaptable/flexible — enjoys doing work that requires frequent shifts in direction
- Detail-oriented — would rather focus on the details of work than the bigger picture
- Autonomous/Independent — enjoys working with little direction
This Company Describes Its Culture as:
- Detail-oriented — quality and precision-focused
- Outcome-oriented — results-focused with strong performance culture
- Team-oriented — cooperative and collaborative
This Job Is:
- A job for which military experienced candidates are encouraged to apply
- A job for which all ages, including older job seekers, are encouraged to apply
- A good job for someone just entering the workforce or returning to the workforce with limited experience and education
Schedule:
- Monday to Friday
- No weekends
