Sr Admin Assistant

Minimum Qualifications

High school diploma (HS) or general education degree (GED) required. Florida CAM License and a valid Florida Driver’s license are a plus.

• 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 professional, efficient management services to our clients.

Responsibilities

• Screen all calls and assist callers when possible
• Schedule appointments and maintain calendars
• Provide comprehensive administrative support to management and the Board of Directors, 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
• Report emergencies to the manager immediately
• 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
• Monitor managers’ voicemail and assist with out-of-office communications when needed
• Inform Manager 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 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
• Occasional travel between offices
• Maintain concierge desk, making sure it is well stocked and clean
• Approve timekeeping for front desk staff

Skills

• 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
• Ability to maintain confidentiality regarding the executive team
• Ability to multitask and prioritize tasks effectively
• Ability to adapt to changing company trends and practices
• Ability to build and maintain positive relationships with co-workers and clients
• Ability to think strategically and contribute to overall organizational goals

Working Conditions

• Ability to safely and 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