Admin Assistant

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. ________________________________________________________________________________ Screen all calls and assist callers when possibleSchedule appointments and maintain calendarsProvide comprehensive administrative support to management and the Board of Directors, including coordination of communications, projects, and deliverablesAssist, route, and escalate calls from owners, board members, contractors, and prospective clients to ensure timely resolution and customer satisfactionRespond to voicemail messages and emails within 24 hoursReport emergencies to the manager immediatelyAssist with special projects or research as neededCommunicate status updates on prospective clients and renegotiated management agreements for existing clientsPrepare marketing correspondence, management agreements, letters, and proposals for prospective clientsTrack, monitor, and maintain records on all legal mattersTrack annual requirements such as pool permits, elevator certificates, 55+ compliance, and annual/budget meeting noticesPrepare meeting materials and supplies for presentations and set up conference rooms as neededMonitor managers’ voicemail and assist with out-of-office communications when neededInform Manager of building maintenance issues and coordinate service requests with vendors as directedContact vendors for services and supplies; troubleshoot office equipment and arrange service when necessaryMonitor and replenish office supplies, and conference room needs; track monthly office charges for proper client billingProcess sales and lease applications in a timely mannerAudit check requests and Board meeting minutes companywide to ensure consistency and accuracyOccasional travel between officesMaintain concierge desk, making sure it is well stocked and clean.approve time keeping for front desk staff. ___________________________________________________________________________________ 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 Microsoft office, strong knowledge of ExcelAlways 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 Powered by JazzHR