Urgently hiring
Job details
Salary $45,000 a year
Job Type Full-time
Number of hires for this role 1
Qualifications
- Bachelor’s (Required)
- US work authorization (Preferred)
Full Job Description
ASSOCIATION MANAGER ASSISTANT
As a Association Manager’s Assistant, in a luxury High Rise in Down Town Tampa, you will play a critical role supporting the Association Manager in a community of over 250 unit owners.
The role will partner with the Board of Directors, Committee liaisons, Vendors, guests, and staff. The role requires positive and professional client service across all team members.
Specific Requirements Include
· Administrative Support
- Answers phones directed to the Association Manager Office and any overflow from the Concierge desks. Provide support to reduce workload from the Association manager.
- Assist Access Control to monitor cameras, gates, grant access to vendors & guests – coordinate parking.
- Manage inbound & outbound mail
- Filing of all Contracts, documents, invoices
- Assist Owners with Fob, Transponder access, Building Link log-ins and programming
- Prepare Board Meeting packages – and post notices on line
- Participate in Board Meeting – one night a month and at the annual meeting. Providing material, handouts, oversight of sign-in sheets and taking minutes – subsequently uploaded to Building Link
- Run background checks on owners or tenants as required by the Association’s documents and the Association Manager or Board.
- Process Architectural Request as designated by the Board and the Association Manager. Send approval or denial letters once approval or denial is given by the Association Manager or Board.
- Coordinate any notification to owners as requested by the Association Manager or Board.
- Maintain calendars for Meetings, vendors, moves, deliveries
- Coordinate staff schedules – responsible to ensure coverage, escalate when required
Account Payable / Vendors
- Manage activities in the accounts payable department to ensure timely and accurate payment of vendor invoices and expenses while maintaining adherence to contracts
- Ensure accuracy of coding to GL
- Controls all allocations of payments and billings and verifies that they are directed to the appropriate Association & GL.
- Research, review vendor spend or processes for enhancements which would allow the minimization of manual efforts.
- Prepare and review vendor payment proposals.
- Ensure resolution of vendor invoice disputes in a timely manner.
- Maintain good working relationships with vendors to resolve vendor payment and other issues.
- Receipt and review of invoices validated to contract terms. Scan and upload invoices, data entry with work flow approval processing
- Assist with special projects as assigned
· Accounts Receivable
- Review monthly aged receivables with Association Manager
- Communicate with Owner, resolving and discrepancies – with Accounting Team
- Coordinate collection activity, if authorized.
- Maintain status updates of all outstanding
Education / Experience / Skills
- Bachelor’s degree preferred or related work experience
- 4+ years experience in an Assist Office Manager role
- Excellent verbal and written communications skills, including the ability to communicate at all levels with a diverse range of customers – including vendors, owners, guests, staff and Board Members.
- Accounts Payable / Accounts Receivable experience is required
- Ability to organize, host and facilitate meetings.
- Experience multi-tasking across multiple projects, leveraging appropriate staff and manage priorities in an efficient and accurate manner
- Team player with the ability to take initiative
- Working knowledge of PC and Server Operating systems to identify problems and communicate with IT support.
- Demonstrate positive, respectful and professional Customer Service demeanor and discretion to high profile resident and visitors
- Knowledge of Florida Statute pertaining to Condominiums or desire to achieve that knowledge
- Bilingual in Spanish a Plus
- Proficient in Microsoft Office applications including Outlook, Excel, Word and Power Point
Job Type: Full-time
Pay: $45,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
- Bachelor’s (Required)
License/Certification:
- LCAM (Required)
Work Location:
- One location
This Company Describes Its Culture as:
- Detail-oriented — quality and precision-focused
- Outcome-oriented — results-focused with strong performance culture
- People-oriented — supportive and fairness-focused
- Team-oriented — cooperative and collaborative
Benefit Conditions:
- Waiting period may apply
- Only full-time employees eligible
Work Remotely:
- No
COVID-19 Precaution(s):
- Personal protective equipment provided or required
- Sanitizing, disinfecting, or cleaning procedures in place
