Contemporary Management Concepts, LLLP
Administrative Assistant
Contemporary Management Concepts, LLLP, Gainesville, Florida, us, 32635
Job Title: Administrative Assistant/ Receptionist
Position Summary: The Administrative Coordinator plays a vital role in supporting daily office operations and ensuring effective communication between corporate staff, properties, and external partners. This position involves a blend of administrative, clerical, and support responsibilities that contribute to the smooth functioning of the corporate office and property management processes.
Key Responsibilities:
Front Desk & Communication:
Answer and route incoming phone calls in a professional and timely manner.
Greet and assist guests, including vendors, interview candidates, and owners/investors.
Maintain and update internal phone and contact lists.
Monitor and manage corporate email inboxes, ensuring timely filing and responses.
Monitor after-hours messages
Mail & Correspondence:
Receive, sort, and distribute incoming mail to appropriate desks or mailboxes.
Prepare outgoing mail, including metered and FedEx packages, and deliver to the post office daily.
Track postage usage for all outgoing mail and submit monthly reports.
Read daily newspapers and scan relevant real estate articles to share with leadership.
Create and distribute property-related letters (e.g., lease violations, credits, notices).
Administrative Support:
Scan, save, and upload move-out documents into Yardi.
Email final account statements to former residents from the disputes email.
Complete rental verifications as requested.
Maintain organized filing systems and create binders as needed.
Manage the shred service schedule
Coordinate and complete monthly property deposit pickups.
Update eviction reports on a monthly basis.
Conduct monthly renters' insurance audits.
Facilities & Supplies:
Keep the office refrigerator stocked with water and soda, and place orders as necessary.
Monitor and maintain inventory of office supplies; reorder items through Apex when stock is low.
Start the dishwasher at the end of the day each Friday and empty it on Monday mornings.
Operational Support:
Maintain current on-call maintenance schedules; due weekly by Thursday end of day or Friday morning.
Run errands including bank deposits, supply pickups, and deliveries to properties and utility companies.
Track and manage all permits, licenses, and contracts, ensuring timely renewals.
Education and Experience:
High school diploma or equivalent required
Clerical experience preferred.
Qualifications:
Strong organizational and multitasking skills
Excellent written and verbal communication
Proficient in Microsoft Office and office equipment
Experience with Yardi (preferred but not required)
Ability to handle confidential information with discretion
Excellent time management skills with a proven ability to meet deadlines
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer
Must be able to lift up to 15 pounds at times
Benefits:
Competitive pay
Health, dental, and vision insurance (if applicable)
Paid time off
Employee discount programs
Friendly and supportive work environment
If you are dedicated, hardworking, and passionate about maintaining both interior and exterior areas of our community, apply today! We look forward to welcoming you to our team.
This job description may not be all-inclusive; accurate, and complete job descriptions are determined by the needs of the organization. Employees are expected to perform other duties as assigned and directed by management. Duties, responsibilities and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Contemporary Management Concepts (CMC) is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace where all employees are valued and respected. We do not discriminate on the basis of race, color, religion, gender, gender identity, sexual orientation, age, national origin, disability, veteran status, or any other characteristic protected by law. We believe in providing equal opportunity for all individuals, and we encourage candidates of all backgrounds to apply.
Position Summary: The Administrative Coordinator plays a vital role in supporting daily office operations and ensuring effective communication between corporate staff, properties, and external partners. This position involves a blend of administrative, clerical, and support responsibilities that contribute to the smooth functioning of the corporate office and property management processes.
Key Responsibilities:
Front Desk & Communication:
Answer and route incoming phone calls in a professional and timely manner.
Greet and assist guests, including vendors, interview candidates, and owners/investors.
Maintain and update internal phone and contact lists.
Monitor and manage corporate email inboxes, ensuring timely filing and responses.
Monitor after-hours messages
Mail & Correspondence:
Receive, sort, and distribute incoming mail to appropriate desks or mailboxes.
Prepare outgoing mail, including metered and FedEx packages, and deliver to the post office daily.
Track postage usage for all outgoing mail and submit monthly reports.
Read daily newspapers and scan relevant real estate articles to share with leadership.
Create and distribute property-related letters (e.g., lease violations, credits, notices).
Administrative Support:
Scan, save, and upload move-out documents into Yardi.
Email final account statements to former residents from the disputes email.
Complete rental verifications as requested.
Maintain organized filing systems and create binders as needed.
Manage the shred service schedule
Coordinate and complete monthly property deposit pickups.
Update eviction reports on a monthly basis.
Conduct monthly renters' insurance audits.
Facilities & Supplies:
Keep the office refrigerator stocked with water and soda, and place orders as necessary.
Monitor and maintain inventory of office supplies; reorder items through Apex when stock is low.
Start the dishwasher at the end of the day each Friday and empty it on Monday mornings.
Operational Support:
Maintain current on-call maintenance schedules; due weekly by Thursday end of day or Friday morning.
Run errands including bank deposits, supply pickups, and deliveries to properties and utility companies.
Track and manage all permits, licenses, and contracts, ensuring timely renewals.
Education and Experience:
High school diploma or equivalent required
Clerical experience preferred.
Qualifications:
Strong organizational and multitasking skills
Excellent written and verbal communication
Proficient in Microsoft Office and office equipment
Experience with Yardi (preferred but not required)
Ability to handle confidential information with discretion
Excellent time management skills with a proven ability to meet deadlines
Physical Requirements:
Prolonged periods sitting at a desk and working on a computer
Must be able to lift up to 15 pounds at times
Benefits:
Competitive pay
Health, dental, and vision insurance (if applicable)
Paid time off
Employee discount programs
Friendly and supportive work environment
If you are dedicated, hardworking, and passionate about maintaining both interior and exterior areas of our community, apply today! We look forward to welcoming you to our team.
This job description may not be all-inclusive; accurate, and complete job descriptions are determined by the needs of the organization. Employees are expected to perform other duties as assigned and directed by management. Duties, responsibilities and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Contemporary Management Concepts (CMC) is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace where all employees are valued and respected. We do not discriminate on the basis of race, color, religion, gender, gender identity, sexual orientation, age, national origin, disability, veteran status, or any other characteristic protected by law. We believe in providing equal opportunity for all individuals, and we encourage candidates of all backgrounds to apply.