Administrative Assistant

About the role

The Administrative Assistant provides administrative and operational support for Property Management Office and functions as a frontline contact to external and internal customers, tenants and vendors.

Key Responsibilities

• Retrieves incoming calls in a professional manner and delivers high level of customer service as appropriate.
• Dispatches and tracks routine work orders to maintenance staff or other responsible parties ensuring timely completion.
• Covers vendor/contractor services as appropriate to support daily property operations.
• Aids with lease administration including move-in/move-out procedures.
• Aids with tenant relations and event coordination.
• Maintains service agreements log and assures tenant and vendor certificates meet all requirements.
• Maintains electronic files system.
• Maintains key & card control for vendor/contractor/tenant access.
• Composes routine professional correspondence.
• Aids with property inspections as assigned.
• Drafts, prepares, and processes contracts, services agreements, and other business-related documents while maintaining accurate records and tracking execution status.

Qualifications

• High school graduate or equivalent, College degree preferred
• 2 - 3 years experience as an administrative assistant
• Must be located in Sarasota, FL or surrounding area or willing to relocate for the duration of employment
• Must be in office, on site, 5 days a week
• Advanced computer skills using MS Office applications (Word & Excel a must)
• Demonstrated proficient knowledge of and experience with accounting principles & practices
• Property management software experience a plus
• Strong communication and customer service skills (oral & written) to promote positive client/tenant relations
• Ability to exercise prudent judgment in the absence of supervisory personnel
• Ability to organize and prioritize tasks to ensure accuracy and timely completion