Community Administrative Assistant – Cal-Am Properties, Inc. (Clearwater)

Job Title: Community Manager Administrative Assistant
Job Summary

• Performs varied accounting and customer service duties for community manager.

General Administrative Responsibilities

• Post all rent payments in a timely manner and produces demand letters when appropriate.
• Review aged receivables. Contact residents to collect unpaid rent.
• Composes and produces business correspondence, reports and related materials or guides the work of other staff who produce these materials.
• Ensures confidentiality and controls access to sensitive information, such as staff personnel files.
• Performs administrative duties associated with scheduling and coordinating meetings and planning events.
• Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials.
• Attends functions to ensure satisfactory outcome.
• Records and summarizes minutes for typing and distribution.
• Researches and gathers data for departmental reports.
• Conducts preliminary analysis of data.
• Recommends report content and format to display findings most effectively.
• Assists in budget preparation by gathering historical data in a limited area, such as materials and supplies or salaries.
• Oversees office operations.

• Takes initiative to research and complete projects.
• Responds promptly to employees/customers needs and concerns.
• Processes and approves payment of invoices on a timely basis.
• Ensures completion of various daily, weekly, and monthly reports in timely and accurate manner.

Job Qualifications

• Minimum Education: Associate’s Degree Combined experience/education as substitute for minimum education
• Minimum Experience: 2 Years
• Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience
• Preferred Experience: 3 Years
• Preferred Field of Expertise: Combined secretarial and administrative experience in a business environment
• Preferred Experience: 3 years On Site Property Management

Competencies

• Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information; Develops alternative solutions; Uses reason.
• Customer Service – Manages difficult customer situations; Responds promptly to customer needs; Responds to requests for service and assistance.
• Oral Communication – Speaks clearly and eloquently; Listens and gets clarification when necessary; Responds informatively to questions.
• Written Communication – Writes clearly and concisely; Edits work for spelling and grammar; Varies writing style to meet needs; Reads and interprets written information.
• Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Schedules other’s responsibilities.
• Judgment – Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Dependability – Follows instructions; Takes responsibility for own actions; Completes tasks on time.
• Initiative – Seeks increased responsibilities; Seeks developmental growth; Solicits feedback regularly.
• Job ID: 145 AA
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• Cal-Am Properties, Inc.

  Founded in 1988, Cal-Am Properties, Inc. is one of the largest privately held owner/operators of Manufactured Housing Communities, RV Resorts and Apartment management in the United States. Our communities and resorts are located in the most popular living and recreation areas: Arizona, California, Florida, Minnesota, Nevada, Ohio, Oregon and Washington.