Administrative Assistant (Bilingual)

Job Overview

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

Responsibilities

• Captures and prepares operating reports, such as time-and-attendance records, terminations and new hires.
• Ensures proper handling of telephone calls and messages.
• Prepares and submits Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
• Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis.
• Generates and provides resident information to the Property Manager, Board of Directors and valet desk.
• Keeps track of insurance certificate requests and maintains insurance records books for both vendors and unit owners.
• Maintains supply closet.
• Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and codes invoices for PM to code and approve.
• Sets up meetings for Board Approval process.
• Updates packages with new memos and policies as required.
• Prepares any resident information packages that require Board approval, (i.e., Architectural Modification).
• Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
• Maintains inventory of common areas keys, transmitters and key fobs for residents and re-orders as needed following established procedures.
• Keeps packages updated with new memos and policies as required.
• Follows safety procedures and maintains a safe work environment.
• Performs other duties as required.

Skills & Qualifications

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• Three (3) to Five (5) plus years of related work experience.
• Computer literacy: Intermediate proficiency in Microsoft Windows software.
• Must possess strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.
• Must be bi-lingual.

Physical Requirements

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• To work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Able to detect auditory and/or visual emergency alarms.
• Able to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary.

Supervisory Responsibilities

No supervisory responsibilities.

Additional Information

• Schedule: Monday-Friday 8:30am – 5:00pm

What We Offer

• Full comprehensive benefits to include your choice of multiple medical plans, dental, and vision.
• Time off benefits, paid holidays, and a 401k with company match.
• Occasional travel may be required to attend training and other company functions.
• Compensation: $20.00 per hour

Disclaimer Statement

This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time. Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics. Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company. Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com. Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.