Administrative Assistant

Administrative Assistant at First Service Residential

Location: Jupiter, FL (33477)
Pay Range: $25.00/hr - $27.00/hr
Schedule: Monday to Friday 8:00 am – 4:30 pm

Description: As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services related to property management and general business operations of the association. You may assist with employee payroll, budget preparation, record control, and emergency service duties.

Essential Duties: Performs office work directly related to property management and general operations of the association.

Additional Duties:

• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
• Ensures the telephone is answered properly, and messages are handled courteously, accurately, and in a timely manner.
• Initiates preparation of management reports, committee reports, meeting notices as applicable and submits for manager’s review and approval.
• Maintains, updates, and coordinates resident information in the computer database on a monthly basis; generates and provides this information to the property manager, board of directors, and valet desk.
• Keeps track of insurance certificate requests; 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.
• Keeps packages updated 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, files it, and sends to corporate A/R to change name and address for maintenance coupons.
• Maintains inventory of common area keys, transmitters and key fobs for residents and re‑orders as needed following established procedures; maintains log for sales and cash purchases as needed.
• Follows safety procedures and maintains a safe work environment.
• Other duties as required.

Supervisory Responsibilities: N/A

Education & Experience:

• Associate’s degree with a concentration in business preferred, or equivalent combination of education and experience.
• Three (3) to five (5) plus years of related work experience.

Knowledge, Skills & Proficiencies:

• Computer literacy:
  Intermediate proficiency in Microsoft Windows software.
• Must possess a 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, customer service and telephone skills.

Physical Requirements & Working Environment:

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

Disclaimer: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not intended to be a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 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.

Seniority Level: Mid‑Senior level

Employment Type: Full-time

Job Function: Administrative