Administrative Assistant

Resource Property Management•Largo, FL

6d•Onsite

About The Position

Resource Property Management (RPM) is seeking an Administrative Assistant to provide excellent customer service to board members, owners, and residents. This role involves managing community communications, utilizing Vantaca for record-keeping, assisting with financial reporting, processing applications, and maintaining association records. The ideal candidate will be results-driven, possess strong communication and decision-making skills, and adhere to RPM's core values of honesty, integrity, respect, and courtesy.

Requirements

Adherence to core values: Honesty, integrity, respect, and courtesy.
Strong Communication Skills.
Business Acumen.
Customer/Client focus.
Decision Making Skills.
Results Driven Management.
Conflict Resolution.
Ability to work under pressure and meet deadlines while providing exemplary customer service.
Ability to perform essential job functions safely and successfully following internal procedures, policies, and handbooks.
Maintain regular, punctual attendance.
Ability to talk, listen, and speak clearly on the telephone.

Responsibilities

Provide excellent customer service to board members, owners/residents courteously, timely and efficiently.
Return all calls and emails within 24 hours.
Resolve problems within the bounds of your authority to ensure customer satisfaction or function as “gatekeeper” and route call to appropriate party at RPM.
Report emergencies to Association Manager or RPM Executive Team Member immediately.
Check phone messages and promptly return calls. Ensure Mgr. sets email autoresponder when out of office.
Utilize Vantaca for management of the community, including updating After Hours, processing Violation letters, logs, and other correspondence within 48 hours.
Upload documents to Vantaca and Homewise in a timely manner.
Scan/email all invoices (in black & white) to the A/P department on/by the 1st day of the check run.
Assist Manager with timely preparation of board and meeting packets.
Mail, email or upload monthly financial reports to the board within 24 hours of receipt.
Track annual report filings, elevator certs, pool permits, etc.
Process sales and lease applications.
Process Associations mail-outs.
File association records and purge files annually. Records may NOT be destroyed without board approval.
Prepare and update a Hurricane/Emergency Preparedness manual annually.
Contact vendors as needed to make necessary repairs as per manager’s direction.
Order supplies as directed.
Inspect property, if necessary, in the absence of Manager or maintenance staff.
Report payroll to RPM HR Department timely 2x per month as scheduled.
Keep manager informed of all issues.
Post meeting notices.
Handle special projects or other duties that may arise from time to time.