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Vensure Employer Solutions · 5 months ago

Administrative Assistant - FL

Miami, FL

Full-time

Onsite

New Grad, Entry Level

Vensure Employer Solutions is seeking an Administrative Assistant to provide comprehensive administrative, clerical, and financial support to the condominium management team. The role involves managing accounts receivable and payable, handling resident communications, and ensuring the efficient operation of the administrative office.

Customer ServiceFinancial ServicesHuman ResourcesRisk Management

Responsibilities

Prepare and send out invoices for monthly assessments, special assessments, and other charges to unit owners

Track and record payments received, ensuring accurate posting to resident accounts

Manage past due accounts, generate aging reports, and follow up with delinquent owners according to association policies

Reconcile AR records with bank statements

Respond to resident inquiries regarding billing and payments

Receive, review, and process invoices from vendors and service providers

Obtain necessary approvals for invoices

Prepare and issue payments (checks, electronic transfers) in a timely manner

Maintain accurate AP records and vendor files

Reconcile AP records with bank statements

Respond to vendor inquiries regarding payments

Assist with the coordination of the on-site rental program, if offered by the association

Process rental applications and agreements

Manage booking schedules and communicate with owners and rental guests

Coordinate unit preparation for rentals (cleaning, maintenance communication)

Track rental income and expenses

Assist with the distribution of rental proceeds to owners

Serve as the first point of contact for phone calls, emails, and in-person inquiries, providing professional and courteous assistance

Maintain and organize office files, records, and supplies

Prepare correspondence, memos, reports, and other documents

Schedule meetings and appointments

Manage incoming and outgoing mail and deliveries

Assist with resident communications, including newsletters, notices, and website updates

Coordinate vendor access and communication as needed

Assist with the planning and execution of association meetings and events

Maintain resident contact information and emergency contact lists

Perform other administrative and clerical duties as assigned by the management team

Qualification

Microsoft Office SuiteAccounts ReceivableAccounts PayableOrganizational skillsCommunication skillsCustomer serviceProperty management softwareTime management

Required

High school diploma or equivalent required

Administrative experience, preferably in a property management, real estate, or similar environment

Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

Excellent organizational skills and attention to detail

Strong written and verbal communication skills

Ability to prioritize tasks and manage time effectively

Ability to maintain confidentiality and handle sensitive information

Excellent customer service and interpersonal skills

Ability to work independently and as part of a team

Proven experience with basic accounting principles and managing accounts receivable and payable

Ability to sit for extended periods

Ability to use a computer and telephone

Ability to lift and carry light office supplies

Preferred

Associate's degree in Business Administration or a related field

Familiarity with property management software

Experience with rental management processes is highly desirable if the condominium has a rental program

Company

Vensure Employer Solutions

Vensure Employer Solutions is a privately owned professional employer organization (PEO) headquartered in Chandler, Arizona, with offices in Sarasota, Florida, and Duluth, Georgia.

Founded in 2004