Minimum Qualifications Education: High school diploma (HS) or general education degree (GED), Florida Cam License (a plus) and a Valid Florida Driver’s license required.
Experience: 3+ years of senior level administrative assistant experience.
Experience in banking and financial operations, including handling bank statements, loan processing, tax payments, CD management, and compliance with banking regulations is a plus
________________________________________________________________________________ Core Values: Adherence to the core values of; honesty, integrity, respect, and courtesy are the cornerstones by which our company functions. We value our employees and seek to provide a healthy work-life balance to help ensure that we provides professional, efficient management services to our clients.
Provide comprehensive administrative support to leadership, including coordination of communications, projects, and deliverables
Assist, route, and escalate calls from owners, board members, contractors, and prospective clients to ensure timely resolution and customer satisfaction
Respond to voicemail messages and emails within 24 hours
Field escalated incoming complaint calls
Report emergencies to the appropriate manager immediately
Assist with planning and coordination of special events, seminars, and team-building activities
Assist with special projects or research as needed
Communicate status updates on prospective clients and renegotiated management agreements for existing clients
Prepare marketing correspondence, management agreements, letters, and proposals for prospective clients
Track, monitor, and maintain records on all legal matters
Track annual requirements such as pool permits, elevator certificates, 55+ compliance, and annual/budget meeting notices
Prepare meeting materials and supplies for presentations and set up conference rooms as needed
Coordinate, compile, and distribute After Hours On-Call Roster and maintain after-hours scheduling updates
Monitor managers’ voicemail and assist with out-of-office communications when needed
Inform owners of building maintenance issues and coordinate service requests with vendors as directed
Contact vendors for services and supplies; troubleshoot office equipment and arrange service when necessary
Monitor and replenish office supplies, RPM-branded materials, and conference room needs; track monthly office charges for proper client billing
Process sales and lease applications in a timely manner
Audit check requests and Board meeting minutes companywide to ensure consistency and accuracy
Train, support, and provide ongoing guidance to Administrative Assistants and Receptionists; provide receptionist coverage as needed.
Oversee Stevens & Stevens storage orders and authorize/sign order forms
Add/remove association and staff codes from office machines
• Strong communication and interpersonal skills • Effective problem-solving and decision-making abilities • Excellent leadership and team management skills • Attention to detail and accuracy • Conflict resolution and negotiation skills • Computer proficiency, including HR software and systems
Always maintain confidentiality regarding executive team.
• Ability to multitask and prioritize tasks effectively • Ability to adapt to changing company trends and practices • Ability to build & maintain positive relationships with co-workers and clients • Ability to think strategically and contribute to overall organizational goalsWorking Conditions, Physical and Other Requirements
• Ability to safely & successfully perform the essential job functions consistent with procedures, handbooks, training, and safety manuals • Ability to maintain regular, punctual attendance consistent with policies • Must be able to lift and carry up to 20 pounds • Must be able to speak clearly and hear • Frequently required to stand, walk, sit, reach with hands/arms and type correspondence • Occasionally required to stoop, crouch, or kneel