FirstService Residential
Administrative Assistant (Boca Raton, FL)
FirstService Residential, Delray Beach, Florida, United States, 33483
Administrative Assistant (Boca Raton, FL)
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Administrative Assistant (Boca Raton, FL)
role at
FirstService Residential .
Location: Boca Raton, FL 33432
Pay Range: $23- $25/hr
Schedule: Monday to Friday 8:30am -5pm
Job Responsibilities As an Administrative Assistant, you will provide a wide variety of administrative and staff support services related to property management and general business operations. You may assist with employee payroll, budget preparation, records and reports relating to operations, personnel changes, and emergency service duties.
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 computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and codes invoices for P.M. to code and approve.
Sets up meetings for Board Approval process.
Keeps packages updated with new memos and policies as required.
Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
Maintains inventory of common areas keys, transmitters and key fobs for residents and re‑orders as needed following established procedures. Maintains log for sales and cash purchases as needed.
Follows safety procedures and maintains a safe work environment.
Other duties as required.
Supervisory Responsibilities N/A
Education & Experience
Associate’s degree with concentration in business preferred, or equivalent combination of education and experience.
Three (3) to Five (5) plus years of related work experience.
Knowledge, Skills & Proficiencies
Computer literacy: Intermediate proficiency in Microsoft Windows software.
Must possess 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 & Working Environment
Physical demands include the ability to lift up to 50 lbs.
Standing, sitting, walking and occasional climbing.
Required to work at a personal computer for extended periods of time.
Talking on the phone for extended periods of time.
Ability to detect auditory and/or visual emergency alarms.
Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
Driving when necessary.
Disclaimer The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all‑inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.
Seniority level
Entry level
Employment type
Full‑time
Job function
Administrative
#J-18808-Ljbffr
Administrative Assistant (Boca Raton, FL)
role at
FirstService Residential .
Location: Boca Raton, FL 33432
Pay Range: $23- $25/hr
Schedule: Monday to Friday 8:30am -5pm
Job Responsibilities As an Administrative Assistant, you will provide a wide variety of administrative and staff support services related to property management and general business operations. You may assist with employee payroll, budget preparation, records and reports relating to operations, personnel changes, and emergency service duties.
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 computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and codes invoices for P.M. to code and approve.
Sets up meetings for Board Approval process.
Keeps packages updated with new memos and policies as required.
Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
Maintains inventory of common areas keys, transmitters and key fobs for residents and re‑orders as needed following established procedures. Maintains log for sales and cash purchases as needed.
Follows safety procedures and maintains a safe work environment.
Other duties as required.
Supervisory Responsibilities N/A
Education & Experience
Associate’s degree with concentration in business preferred, or equivalent combination of education and experience.
Three (3) to Five (5) plus years of related work experience.
Knowledge, Skills & Proficiencies
Computer literacy: Intermediate proficiency in Microsoft Windows software.
Must possess 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 & Working Environment
Physical demands include the ability to lift up to 50 lbs.
Standing, sitting, walking and occasional climbing.
Required to work at a personal computer for extended periods of time.
Talking on the phone for extended periods of time.
Ability to detect auditory and/or visual emergency alarms.
Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
Driving when necessary.
Disclaimer The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all‑inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.
Seniority level
Entry level
Employment type
Full‑time
Job function
Administrative
#J-18808-Ljbffr