Administrative Assistant

# Administrative Assistant

CW - Clearwater, FL 33763

Education Level High School This Parkway Administrative Assistant position will have a variety of responsibilities. As a direct report to the Operation’s manager, the Assistant will provide essential support to the organization by handling administrative and clerical tasks to ensure efficient operations and communications. This role involves coordinating meetings, managing schedules, tracking/reporting project status, organizing files, handling correspondence, interacting with community members, and assisting with other office-related duties that require specialized knowledge of the organization's processes.

The person in this position will also perform tasks related to greeting visitors, residents, and employees in a professional manner when they come into the main office. As the first point of contact, this individual will be required to determine the reason a guest is visiting the Maintenance Company offices and guide them in the proper direction.
* This position may have access to confidential and/or private information in the course of his/her duties. Safeguarding this confidential information is to be considered an essential duty.
* Answer/direct phone calls in a polite and friendly manner. Check the Voicemails and forward as necessary.
* Welcome visitors in a warm and friendly manner; answer any questions appropriately and timely.
* Assisting visitors as needed.
* Quarterly coordination of Operations Weekend Schedule on behalf of the Senior Manager, Operations. This entails, Initiating the scheduling, monitoring progress, coordinating with senior manager, tracking participation, communicating/posting schedules and providing reminders.
* Ensure their work area is maintained in a clean and tidy manner.
* Monitor visitor access and maintain security awareness.
* Maintain fire inspection log in accordance with company procedures.
* Coordinates volunteer efforts with department heads for immediate or advance fire-watch needs
* Creates bi-annually, the community’s fire alarm system inspection schedule for Operation Manger’s review and distribution as approved
* Research and provides information regarding annual wind-mitigation form update needs
* Creates work update postings for management company and vendor projects as directed. Coordinates posting of said bulletins with field personnel.
* Maintain battery inventory and coordinates ordering with department heads, as necessary.
* Create or close work orders as directed and as workflow allows.
* Logging calls on the On Call Activity Spreadsheet.
* Receive and sort Fed-ex, UPS, USPS, Amazon, etc. mail and various sized packages as received.
* Communicates service issues and resident complaints to laundry vendor for resolution
* Perform all mail delivery daily. Sorts and distributes all Parkway mail.
* Communicates with community members by telephone as directed for the purpose of information gathering/situation resolution and monitor follow up as required,
* Monitor on call phone and direct inquiries as needed.
* Assist with a variety of administrative tasks including copying, faxing, and taking notes.
* Assist in planning company events, meetings, luncheons, and team building events.
* Monitor receipt of Anclote Recycling Checks, record, copy, and send to the accounting department.
* Prepare new hire gift bags.
* Monitor and prepare postings and communications for monthly employee anniversaries and birthday recognition. Prepare monthly certificates for employee recognition.
* Track Life-Safety/Fire Alarm and Aquatic Treatment vendor’s visits and provide inspection reports to Operations Senior Manager.
* Maintain a weekly inventory of office supply closet and ensure the supply closet is neatly organized.
* Perform as a back-up to Executive Assistant to General Manager when he/she is out of the office.
* Provide back-up administrative support as needed.
* Scan and upload vendor Certificates of Insurance, permits, and other related documents.
* Other responsibilities/duties as assigned
* Perform other duties, as necessary.
* Responsible for compliance with company policies and directives.
* Professional manner, discretion,…