Administrative Assistant

Access Management•Sarasota, FL

1d•$20 - $22•Onsite

About The Position

The Administrative Assistant's primary objective is to facilitate the administrative functions of the corporate office and Portfolio Manager. This role serves as an integral part of the office team and its daily function, ensuring all duties are performed in accordance with Access Management’s policies, processes, and procedures. The Administrative Assistant should maintain a consistent level of customer service with each caller and resident interaction.

Requirements

High School diploma or equivalent
Excellent people skills, team building skills and conflict management skills.
Strong knowledge of Microsoft Applications, especially Word, Outlook and Excel.
Excellent written and verbal communication skills.
Ability to make sound business decisions and work effectively with little or no supervision.
Strong Time Management skills.
Strong Problem Solving and Conflict Management skills.
Ability to successfully work with a wide range of personnel including vendors, personnel, office staff and all levels of management personnel.
Computer, phone, cell phone, printer, office equipment

Nice To Haves

AA or BA preferred
CAM preferred

Responsibilities

Answer all calls and distribute as needed, greet homeowners, vendors and guests in a professional and timely manner.
Assist residents as needed.
Ensure workplace is kept neat and organized.
Assist in booking of resident events.
Monitor and distribute emails as needed.
Assist with work orders, including oversight of landscaping work orders, communication with vendors, and follow-up with residents to ensure concerns have been addressed.
Handle Owner/Tenant Relations, including processing new tenants, ensuring welcome packets are assembled, and tenant registration.
Verify leases and provide Certificate of Approval letters.
Maintain all necessary files in an organized manner.
Assist with setting up new homeowner packages.
Update Vantaca websites as needed.
Assist manager as needed, including understanding community restrictions, clubhouse rules & regulations, and current events.
Fill in for receptionist as needed.
Maintain the Community Managers schedule, calendar and files.
Assist in maintaining the Community’s hard files and uploading files to Vantaca.
Communicate with managers regarding status of ARC Applications with a minimum of weekly contact.
Assist in posting and keeping Community website updated, including daily syncing with the website and adding monthly committee and board agendas and minutes.
Send out email blasts as requested by Manager and Board.
Update HOA contact and Board/Committee information.
Assist in the preparation and organization of all materials needed for board meetings.
Receive and respond to homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient, and timely manner.
Serve as the direct staff liaison for ARC Committee and Landscape Committee.
Receive and track all ARC submittals, process ARC application payments, attend meetings, draft agendas and minutes, and send follow-up response letters.
Assist Community Manager with the creation, printing, and mailing of the newsletter (Quarterly).
Assist in processing the recording of the return ballots for annual meeting/elections.
Work with the Community’s Inspector when required on the violation process.
Assist Community or General Manager in developing operating budget for facilities maintenance and monitors expenditures.
Assist the Community Manager with the organization of Annual, Budget, Board, Election, and Special meetings of the Association within legal requirements.
Properly document all Homeowner requests and process accordingly.
Practice and adhere to Access Management’s Service Standards.
Conduct business at all times with the highest standards of personal, professional, and ethical conduct.
Perform or assist with any operations as required to maintain workflow and to meet schedules.
Participate in meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain specified knowledge of developments, requirements, policies, and guidelines.
Ensure all safety precautions are followed.
Follow all policies and Standard Operating Procedures.
Perform any range of special projects, tasks, and other related duties as assigned.