JOB SUMMARY
The Administrative Assistant’s primary function is to assist the Licensed Community Association Managers (LCAM). The Administrative Assistant is to ensure that violations are recorded and that letters are completed and mailed in a timely manner, and that architectural applications are submitted with all the required information. The Administrative Assistant shall answer homeowner calls and assist in resolving issues, maintain and update records, prepare work orders, mail meeting notices, maintain gate systems, generate monthly reports, update vendor contracts, maintain association insurance information, file, and serve as a backup for the Receptionist.
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 Homeowner Associations desired.
- Knowledge and application of TOPs software highly desired.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Input of violation notices into TOPs database, preparation of violation letters and mailing these notices to homeowners.
- Processing of architectural applications – making sure all required information is obtained by homeowner and submitting information to Architectural Committee for review and approval.
- Preparing letters for architectural applications relative to the committee’s decision.
- Preparing work orders for maintenance issues, (i.e. irrigation/lawn issues/roof repair).
- Upkeep of TOPs database information – such as alternate address changes, phone numbers, e-mail addresses, tenant information, etc.
- Generate and e-mail monthly violation and architectural reports to association Board of Directors.
- Answer homeowner calls and assist as necessary.
- Maintain gate system software for association gates – adding/deleting gate remotes, homeowners, tenants, directory codes and personal codes, and maintain excel spreadsheets of gate information.
- Maintain Association vendor contracts – scan contracts and insurance certificates into .pdf form and save to x: drive; update TOPs software with vendor information.
- Maintain Association insurance – scan insurance into .pdf form and save to x: drive; update TOPs software and excel spreadsheet with insurance information.
- Maintain homeowner insurance information, when required by Association documents – update excel spreadsheet; send letter to new homeowners requesting insurance, and send letters to homeowners when insurance has expired to request new policy information.
- Prepare meeting mailings to homeowners – prepare envelopes, make copies of meeting notice and essential paperwork, fold and stuff into envelope.
- Perform content administration functions for association websites.
- File all correspondence in proper Association and resident files.
- Back up receptionist for lunch, break, and vacations – answer phone, sort/distribute mail, distribute faxes.
- Non-essential duties include other job-related duties as assigned.
Job Type: Full-time
Experience:
- Administrative Assistant: 1 year (Preferred)
Education:
- High school or equivalent (Required)
Location:
- Tampa, FL (Preferred)
