Resource Property Management · 2 days ago
Administrative Assistant
Seminole, FL
Full-time
Onsite
New Grad, Entry LevelResource Property Management is dedicated to providing professional and efficient management services while adhering to core values of honesty, integrity, respect, and courtesy. They are seeking an Administrative Assistant to provide support to Community Association Managers and ensure effective communication with clients and vendors.
Property ManagementReal Estate
Responsibilities
Provide administrative support to Community Association Manager(s)
Respond to all voice mail messages and emails within 24 hours
Transfer owner calls to A/R Specialist. (Or escalate to A/R Supervisor, if needed)
Admins should NOT provide account balances or statements to anyone! Not to owners, realtors, or the board
Assist, or route calls, from owners, board members, and contractors, to ensure customer satisfaction
Report emergencies to the association manager or RPM Executive immediately
Contact vendors for services/supplies as directed by Manager
Track monthly office “charges” and supplies so clients are billed properly
Process sales & lease applications in a timely manner
Vantaca - includes, but is not limited to the following:
1. Maintain up to date contact, and other information, in the After-Hours section
2. Prepare/send/track violation letters & architectural applications, in a timely manner, generally within 48 hours
3. Input/track maintenance requests submitted by owners; include photos of the area(s) when applicable
4. Upload/create Notices, Minutes and other documents as required
5. Upload all Sales & Lease applications
6. Documents, Insurance summaries, meeting minutes, budgets, etc
7. Change Mailing Addresses, Phone Numbers, other contact information
8. Print Mailing Labels for Mailings
9. Print Owner Coupons as needed
Assist manager with timely preparation & distribution of board meeting packets
Program gates or door entry systems and issue new fobs or keys as needed
Maintain clubhouse/media room reservations and other property databases
Process association mail outs timely. Send large mailouts to Corporate office
Scan/email all invoices to the association’s Accounts Payable Rep. before the start of each scheduled Check Run
File association records & purge files annually. Association records may NOT be destroyed without board approval
Prepare and update a Hurricane/Emergency Preparedness manual for clients under Manager’s direction annually
Special projects and or other miscellaneous duties that may arise
Qualification
Required
Adhere to the core values of Resource Property Management: Honesty, integrity, respect, and courtesy
Provide administrative support to Community Association Manager(s)
Respond to all voice mail messages and emails within 24 hours
Transfer owner calls to A/R Specialist or escalate to A/R Supervisor if needed
Assist or route calls from owners, board members, and contractors to ensure customer satisfaction
Report emergencies to the association manager or RPM Executive immediately
Contact vendors for services/supplies as directed by Manager
Track monthly office 'charges' and supplies so clients are billed properly
Process sales & lease applications in a timely manner
Maintain up to date contact and other information in the After-Hours section of Vantaca
Prepare/send/track violation letters & architectural applications in a timely manner, generally within 48 hours
Input/track maintenance requests submitted by owners; include photos of the area(s) when applicable
Upload/create Notices, Minutes and other documents as required
Upload all Sales & Lease applications
Manage documents, Insurance summaries, meeting minutes, budgets, etc
Change Mailing Addresses, Phone Numbers, and other contact information
Print Mailing Labels for Mailings
Print Owner Coupons as needed
Assist manager with timely preparation & distribution of board meeting packets
Program gates or door entry systems and issue new fobs or keys as needed
Maintain clubhouse/media room reservations and other property databases
Process association mail outs timely and send large mailouts to Corporate office
Scan/email all invoices to the association's Accounts Payable Rep before the start of each scheduled Check Run
File association records & purge files annually with board approval
Prepare and update a Hurricane/Emergency Preparedness manual for clients under Manager's direction annually
Perform special projects and other miscellaneous duties that may arise
Demonstrate adaptability
Exhibit attention to detail
Show collaboration skills
Possess written & verbal communication skills
Handle conflict resolution
Provide customer service
Demonstrate organization skills
Exhibit proficiency with MS Office Suite, internal accounting, and management programs
Solve problems effectively
Maintain professionalism
Manage time efficiently
Company
Resource Property Management
Founded in 1991 and headquartered in Seminole, Florida, Resource Property Management is a full-service property management company.
Founded in 1991
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Cynthia Freda
Chief Human Resources Officer
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