Administrative Assistant

Job Description Job Description

ADMINISTRIATIVE ASSISTANT

POSITION SUMMARY:

This Administrative Assistant provides a wide variety of administrative support services related to property management and the general business operations of the association. He or she provides exemplary service in a manner consistent with the values and mission of Avant-Garde Management. He or she performs all responsibilities while demonstrating outstanding customer service skills. This includes working interdepartmentally, as well as, with our external customers.

An individual who has an entrepreneurial attitude and who enjoys embracing new opportunities and making things happen while working in a fast-paced environment. Confident, intelligent, and a take-charge attitude are necessary to excel at this position. This is an AT WILL position.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES: (May include some or all the following as applicable)

• Works directly on a day-to-day basis with the CEO and Community Association Managers.
• Manage professional and timely customer service contact with clients, team members, and vendors.
• Create and maintain all electronic files for ongoing projects.
• Draft correspondence which may include complex and/or confidential information.
• Handle on call rotational duties as assigned.
• Answers telephones and respond to email correspondence promptly and assists residents with questions and concerns.
• Inputs/Processes/Closes work orders as required for all service vendors (i.e. landscape, maintenance, housekeeping, etc.)
• Tracks resident issues to enable Community Association Manager to identify major problems or trends.

• Maintains Association files, mail, binders, and office supply inventory.
• Coordinate Board & Committee Meetings. Attend meetings as requested.
• Creates/Posts Newsletters and Notices.
• Maintains homeowner roster, database, mail instructions and homeowner files.
• Assists in review and processing of applications (New Leases, Lease Renewals and Resales). Schedule and perform orientations.
• Reviews receivable reports and assists Community Association Manager in forwarding collection packages to counsel.
• May be responsible for processing of Association expense checks.
• Assists residents with account balance inquiries.
• Ensures all safety precautions and procedures are followed while performing duties.
• Performs property inspections as directed by Community Association Manager.
• May be assigned other duties by Community Association Manager.

ABILITY TO:

• Communicate a positive image of the company to the entire staff and customers.
• Handle crisis management as situations occur.
• Assist in problem solving.
• Handle confidential company materials with sensitivity and discretion.
• Apply general mathematical and data entry skills.
• Generate information within a reasonable time frame with accuracy and efficiency.
• Manage details of multiple projects in an efficient and organized method.
• Produce work in a timely, budgeted, scheduled and profitable manner for the Company.

KNOWLEDGE OF:

• Phone systems, directing calls, taking messages and chain of command.
• Proper filing techniques, office efficiencies and timely processing.
• Proper and appropriate phone skills and handling customer complaints and issues.
• Proficient in Microsoft Suite Software
• Industry software: Tops One
• Working in a close office environment with others, maintaining respect of ideas and opinions.
• Developing and presenting creative solutions.
• Laws, rules, and regulations that govern the areas of your job.
• Industry knowledge and the ability to seek knowledge if new to the industry.
• The Company ethics, image, and goals and how they shall be reflected in the day to day job duties.

EDUCATION AND EXPERIENCE:

· High school diploma required or its equivalent. Associates degree with concentration in business preferred, or equivalent combination of education and experience.

• Proficient with Microsoft Office suite (Outlook, Excel, PowerPoint, Word)

· Experience in maintaining a website is desired.

• Excellent verbal and written communication skills
• Exceptional organizational and time-management skills
• Ability to see “the big picture” while staying aligned with our companies’ vision

TRAVEL AND AVAILABILITY REQUIREMENTS:

May be required to travel to attend meetings, training sessions off-site on an infrequent, ad-hoc basis. May be occasionally required to cover for administrative staff at other communities within a reasonable commuting distance when needed.

Ability to work extended hours and weekends on an occasional, as needed basis.

PHYSICAL REQUIREMENTS:

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various customers and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Tasks may require extended periods of time at a keyboard. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects, up to 20 pounds, necessary to perform job functions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORKING CONDITIONS:

Most of the work will be completed indoors in a temperature-controlled environment with little to moderate noise levels.

DISCLAIMER: Disclaimer: The above statements are intended to describe the general nature and level of work being performed by associates assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. In addition, management has the right to change any portion of this job description at any time and for any reason.

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Company Description Locally owned and operated in Martin, St. Lucie and Palm Beach Counties, Avant-Garde Management provides professional association management services to Homeowner and Condominium Associations.

Schedule:
• Monday to Friday

Work Location: Stuart Office Company Description Locally owned and operated in Martin, St. Lucie and Palm Beach Counties, Avant-Garde Management provides professional association management services to Homeowner and Condominium Associations. \r\n\r\nSchedule:\r\n • Monday to Friday\r\n \r\n\r\nWork Location: Stuart Office