INTRODUCTION:
The Administrative Assistant is a very important position at Condominium Associates (CA) for onsite property Dolphin Cay. This onsite Administrative Assistant position is a full-time position working a minimum of 40–hours per week. Monday-Friday from 8:00 am to 4:30 pm. This person aids all staff members and manager on property. Cell phone allowance provided.
BASIC FUNCTIONS:
The Administrative Assistant is to support the Association Manager with the daily functions of the property as well to assist all residents and support all staff members of the Property.
REQUIREMENT OF THE JOB:
The physical demands of the position are listed in accordance with the requirements of the ADA as:
- Body Position:
- Standing – 25% of the time
- Walking – 25% of the time
- Sitting – 50% of the time
- Body Movements: Lifting and exerting force is required up to 35 pounds.
- Senses: Vision – Close Vision and ability to Adjust Focus.
- Hearing – Ability to hear sufficient to converse in person and on the phone.
- Mental Requirements: Read, write, and speak to the majority of customers, vendors, and employees communicate
- Educational requirements: High School Graduate. Environmental conditions of the Administrative Assistant are general office conditions. Must be a notary or willing to get the license within the first 30 days of employment (paid for by the property).
REPORTING RELATIONSHIPS:
The Administrative Assistant reports directly to the Community Association Manager. However, the Administrative Assistant may also take direction on occasions from the Board Members of the Property.
AUTHORITY:
The Administrative Assistant is selected by the Manager and is delegated sufficient authority to accomplish the duties, responsibilities, goals, and objectives that have been established for the functional position of Administrative Assistant.
RESPONSIBILITIES:
Knowledge, Skills, and Abilities
- Ability to speak and write English fluently and possess excellent interpersonal, written and verbal communication and customer service skills.
- Ability to multitask and manage priorities in an efficient and accurate manner.
- Detail-oriented with strong task and time management; organized with good project management and planning abilities.
- Strong initiative and ability to work independently, as well as with a team.
- Ability to think critically and make independent decisions based on sound judgment.
- Ability to work effectively and professionally with a diverse range of both internal and external staff and customers.
- Demonstrate positive, respectful and professional demeanor. Displaying a high standard for customer service not only in the office with customers and other staff members but also on the phone.
- Proficient in Microsoft Office applications, CINC or equivalent applications.
- The ability to type letters, create work orders, update spreadsheets and process review architectural requests.
- Take direction and follow through with detailed instructions.
Working Conditions
- All staff members are allowed one 10-minute break in the morning and one 10-minute break in the afternoon. This includes breaks for smoking. Since this position is full-time lunch periods are unpaid. However, lunch may be taken unpaid by leaving the office or remaining in the office and eating.
DUTIES:
- Answers incoming phone calls and assist callers as deemed appropriate.
- Work with Community Association Manager to issue written correspondence to residents regarding violations/complaints.
- Receives prepares and dispatches work orders based on service requests to maintenance staff. Enters work orders into a computerized work order system and close out work orders when completed.
- Meets with, schedules, and coordinates matters with vendors, contractors, etc. as needed.
- Maintains all unit owner files to include the filing of all incoming and outgoing correspondences as well as create new owner files when needed.
- Provides changes of address information to the accounting department or client services department for entry into the association database.
- Assists in maintaining current “information” Sheet for the Association which reflects Board Members, vendors, associated professionals, utilities, emergency numbers. etc.
- Maintains incident reports and other reports as requested.
- Processes incoming mail and distributes as deemed appropriate.
- Works with Manager to process all incoming invoices to include date stamp for payment.
- Assists in the preparation of notices for Board Meetings, membership meetings and posts accordingly.
- Assist in obtaining any missing information from owners, residents, and vendors.
- Uploading all documents to in CINC such as Architectural Request forms, Rental Applications, Unit information, Contact Information Sheets, Meeting Minutes, Insurance Information, Contracts, etc. Administrative Assistant should check with the Community Association Manager on a regular basis for documents that may need uploading.
Job Type: Full-time
Salary: $15.00 to $17.00 /hour
Experience:
- relevant: 1 year (Preferred)
Work authorization:
- United States (Required)
Additional Compensation:
- Other forms
Work Location:
- One location
Benefits:
- Health insurance
- Dental insurance
- Vision insurance
- Retirement plan
- Paid time off
This Company Describes Its Culture as:
- Detail-oriented — quality and precision-focused
Schedule:
- Monday to Friday
- 8 hour shift
