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Sr Admin Assistant

Resource Property Management

Pinellas County, FL

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JOB DETAILS
JOB TYPE
Full-time
SKILLS
Administrative Skills, Banking Regulations, Banking Services, Billing, Board Meeting, Budgeting, CAD/CAM (Computer-Aided Design/Computer-Aided Manufacturing), Calendar Management, Check Processing, Communication Skills, Computer Skills, Conference Management, Conflict Resolution, Customer Satisfaction, Customer Support/Service, Detail Oriented, Driver's License, Equipment Maintenance/Repair, Establish Priorities, Event Management, Financial Operations, Human Resources Software, Identify Issues, Interpersonal Skills, Leadership, Legal, Lift/Move 20 Pounds, Loan Processing, Mail Processing, Maintenance Services, Marketing, Meeting Minutes, Multitasking, Negotiation Skills, Office Equipment, On Call, Prepare Correspondence, Problem Solving Skills, Property Maintenance, RPM, Record Keeping, Regulatory Compliance, Safety Training, Sales, Sales Prospecting, Seminars, Team Lead/Manager, Telephone Skills, Time Management, Voice Mail
LOCATION
Pinellas County, FL
POSTED
8 days ago
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
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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.   

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  • Screen all calls and assist callers when possible
  • Schedule appointments and maintain calendars
  • 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
  • Occasional travel between offices
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Competencies

•           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 goals
Working 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

 

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Resource Property Management

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