Administrative Assistant Job at Acqualina Resort & Residences on the Beach in To

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WE PREPARE, INSPIRE, EMPOWER, ENTRUST IN YOU! JOIN OUR DREAM MAKER CULTURE ©

We are committed to invest in our people to develop a happy and prosperous future. We support you every step of the way in your career journey and offer benefits and unique learning and development opportunities that include:

Competitive Wages

• Medical, Dental, Vision Insurance
• Life Insurance
• 401K Program
• Paid Holidays and Vacation
• Outstanding Recognition and Awards Program
• Effective Training Programs
• Tuition Reimbursement
• Complimentary Parking and Meals in Dedicated Employee Restaurant
• Preferred Pricing on Food and Beverage, Spa Treatments and Retail Purchases
• Management Programs to Progress on Your Career Journey
• Health and Wellness Fairs

JOB OVERVIEW

Assist Condominium Manager in overseeing various aspects of the day-to-day operations of the Condominium Association. Provide clerical administrative support for the Condominium Manager, including typing, computer input, filing, answering telephones, printing reports, payroll, maintaining manager files and departmental records/logs.

REPORTS TO

Condominium Manager.

WORK ENVIRONMENT

Executive offices.

Job involves working under variable temperature conditions (or extreme heat or cold), variable noise levels, outdoors/indoors, around fumes and/or odor hazards, around dust and/or mite hazards, around chemicals. Access all functions of a computer and demonstrate excellent computer skills. Perform job functions with attention to detail, speed and accuracy. Prioritize and organize, and perform multiple tasks. Cope in stressful situations. Be a clear thinker, remaining calm and resolving problems using good judgment. Follow directions thoroughly. Understand resident and guest’s service needs. Work cohesively with co-workers as part of a team. Work with minimal supervision. Maintain confidentiality of resident and guest information and pertinent hotel data.

KEY RELATIONSHIPS

Internal: Condominium Manager, Residents, the Owners, Managing Director, Executive Committee Members, all Department Managers, Assistants, and employees.

External: Residents guest/visitors, Resort guests/visitors, civic organizations, media, vendors, contractors, trade associations, moving companies, corporate office personnel.

QUALIFICATIONS

ESSENTIAL QUALIFICATIONS

• High school graduate.
• 5 years administrative experience.
• Condominium Background.
• Compute accurate mathematical calculations.
• Fluency in English and strong written, verbal, and non-verbal communication.

DESIRABLE QUALIFICATIONS

• College degree.
• Certification of previous training in computers.
• Experience with computers.
• Fluency in a foreign language, preferably Spanish.
• Previous resident and guest relations training.
• Previous experience in housing industry.
• Familiarity with preparing statistical reports.

PHYSICAL ABILITIES

• Exert physical effort in transporting 30 pounds.
• Endure various physical movements throughout the work areas.
• Reach 12 inches.
• Remain in stationary position for 8 hours throughout work shift.
• Satisfactorily communicate with residents, guests, management, vendors, contractors, and co-workers to their understanding.

ESSENTIAL JOB FUNCTIONS

• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards.
• Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.
• Anticipate residents and guests’ needs, respond promptly and acknowledge all residents and guests, however busy and whatever time of day.
• Maintain positive resident and guest relations at all times.
• Assist with resolution of resident and guest complaints, ensuring follow through and satisfaction.
• Monitor and maintain cleanliness, sanitation and organization of assigned work areas.
• Access all functions of computer.
• Set up work station with necessary supplies and resource materials.
• Complete supply requisitions and submit to Condominium Manager; stock office supplies upon receipt.
• Answer telephone.
• Record messages.
• Make telephone calls to specified individuals as requested by the Condominium Manager.
• Greet all individuals arriving at Condominium offices and assist with their needs.
• Document and maintain appointment calendar for Condominium Manager.
• Arrange meeting room requirements as requested by the Condominium Manager.
• Establish and maintain filing procedures.
• Prepare the daily reader board with information on move‑ins, move‑outs, deliveries.
• Maintain a confidential and current telephone and address roster of all residents.
• Retrieve and distribute departmental mail.
• Process requests for overnight mail and other delivery/messenger services.
• Prepare and send faxes; receive and distribute faxes to appropriate personnel.
• Make photocopies.
• Type correspondence, memos and reports.
• Attend all designated meetings.
• Document all resident and guest requests/grievances and communicate such to respective personnel for proper handling. Follow up on guest satisfaction.
• Forward all resident comment cards to the Condominium Manager; prepare response letters. Follow up where required.
• Coordinate and process invitations to Condominium Manager's welcome orientation.
• Greet owners and/or renters and help them with any questions they have in reference to the building and surrounding properties.
• Issue new resident keys and owners Manual explaining its contents.
• Maintain a current inventory of all unit keys issues to resident trade workers, authorized personnel, and building employees.
• Coordinate with the Receiving and Safety Department for all resident deliveries, pick‑ups, and move‑in and move‑out dates.
• Maintain and update confidential information pertaining to unit files.
• Maintain all accounting records and correspondence as directed.
• Coordinate with Condominium Manager any notices, letters, memos or bulletins that need to be sent out and/or posted.
• Work closely with vendors and contractors.
• Prepare and distribute Condominium Manager's requests for complimentary room reservations.
• Complete and distribute amenity request forms; follow up on any changes.
• Maintain a current manual on all departmental forms and form letters with instructions.
• Coordinate service repairs for office equipment, ensuring minimal costs.
• Prepare work orders for maintenance repairs and distribute to Engineering. Monitor completion of work orders submitted.
• Invoice residents for work performed that is not the developer’s responsibility.
• Ensure that all invoices are checked for accuracy and are paid in a timely manner.
• Issue purchase order requisitions for all purchases and get approval of same.
• Issue Assessment Payment coupons as needed.
• Verify and check accuracy of payments received.
• Prepare delinquency letters and monitor all past due accounts closely.
• Prepare Accounts Receivable Aging Reports.
• Prepare deposits for all the various accounts.
• Coordinate travel arrangements, hotel reservations and car rentals as required for the Condominium Manager's business travel needs.
• Coordinate floral and other vendor amenity requests with authorized suppliers.
• Maintain confidentiality and security of specified resident/ resort information, correspondence, reports and files.
• Document pertinent information in departmental log book.