JOB SUMMARY
The Administrative Assistant is responsible for assisting the District Manager with various administrative duties as they relate to the assigned Districts.
EXPERIENCE & EDUCATIONAL QUALIFICATIONS
- Minimum of a High School diploma or GED and at least five (5) years of office work experience.
- Previous property management experience preferred.
- Successfully pass pre-employment screenings and background/reference checks.
- Ability to work independently in a fast-paced environment.
- Ability to coordinate/manage multiple projects at the same time.
- Ability to interact and communicate effectively with colleagues, vendors and customers/clients of all professional levels.
- Demonstrate leadership in maintaining high standards of professional behavior for self and staff.
- Demonstrate organization, attention to detail, problem solving, creative, and independent thinking.
- Demonstrate a commitment to the organizations philosophy of high quality, professionalism and organizational culture.
KNOWLEDGE & CRITICAL SKILLS
- Must have a working knowledge of applicable company policies, procedures, state licensing standards, and must be familiar with accreditation expectations, including, but not limited to:
- Knowledge and application of Microsoft Word and Excel is required.
- Knowledge of Community Development Districts desired.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Transcribe meeting minutes on a monthly basis.
- Prepare agenda packages (accumulate contents, draft agendas, copy and collate agenda packets) for all assigned districts by set deadline.
- Handle phone calls, emails and information requests from District homeowners, clients, vendors and internal customers.
- Coordinate with vendors and subcontractors on various projects while keeping District Manager apprised of the situations/changes.
- Submit newspaper ads. Coordinate publication dates. Act as a liaison between Manager and newspaper vendor.
- Maintain district binders (resolutions (including updating index), minutes, construction requisitions, payment disbursements).
- Manage district files (set up new ones, maintain existing ones).
- Interact and assist clients and District staff with administrative needs.
- Non-essential duties include other job related duties as assigned.
WORK ENVIRONMENT
Work environment is primarily in an office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
EOE
