FirstService Residential is hiring: Administrative Assistant in Delray Beach

Overview

Join to apply for the Administrative Assistant role at FirstService Residential.

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services in property management and general business operations of the association. Duties may include payroll assistance, budget preparation, records control, and coordination of reporting and emergency service duties.

Responsibilities

• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations and new hires.
• Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submits for Manager’s review and approval.
• Maintains, updates and coordinates resident information in the computer database, monthly minimum, and provides information to the Property Manager, Board of Directors and valet desk.
• Keeps track of insurance certificate requests and maintains insurance records for vendors and unit owners.
• Maintains supply closet; requests office supplies and equipment following established purchasing procedures.
• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets, and codes invoices for approving.
• Sets up meetings for Board Approval process.
• Keeps packages updated with new memos and policies as required.
• Prepares resident information packages requiring Board approval (e.g., Architectural Modifications).
• Coordinates receipt of closing statements or warranty deeds and handles name/address changes for maintenance coupons with corporate A/R.
• Maintains inventory of common-area keys, transmitters and key fobs; re-orders as needed and maintains related logs.
• Follows safety procedures and maintains a safe work environment.
• Other duties as required.

Skills & Qualifications

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• Three (3) to Five (5) plus years of related work experience.
• Intermediate proficiency in Microsoft Windows software.
• Strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Physical Requirements

• Ability to lift up to 50 lbs; standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods; talking on the phone for extended periods.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekends, and attend Board meetings as required.
• Driving when necessary.

Supervisory Responsibilities

• No supervisory responsibilities

Additional Information

• Schedule: Monday-Friday 8:00am – 4:30pm

What We Offer

As a full-time associate, you will be eligible for full comprehensive benefits including a choice of medical plans, dental and vision, paid time off, holidays, and a 401(k) with company match. Occasional travel may be required to attend training and other company functions.

Compensation: $20.00 per hour

Disclaimer: This is not an all-inclusive job description; management reserves the right to modify schedules, duties, and responsibilities as needed.