Administrative Assistant for Luxury Condo

Guest Services•Estero, FL

1d•$23 - $25•Onsite

About The Position

The Administrative Assistant is the first point of contact at the unit, and is responsible for the administrative tasks assigned to support the unit. This role requires greeting owners, guests, and vendors, maintaining records, and adhering to administrative policies and GSI Hospitality Standards. The position involves screening calls, preparing memorandums, creating and maintaining databases, managing vendor check-ins/outs, updating the community website, and running reports. Additionally, the role acts as an onsite Human Resources representative, handling employee files, recruitment, and Workday oversight. Responsibilities include transcribing dictation, composing confidential correspondence, maintaining office equipment and supplies, learning new software systems, operating a multi-extension phone system, and reporting safety issues.

Requirements

High School Diploma or GED preferred or previous experience as an administrative assistant or related customer service position.
Ability to calculate basic mathematical figures.
Computer proficiency with the ability to utilize Microsoft Outlook, excel, Teams, Word-press.
Great interpersonal skills required, with the ability to communicate effectively with a wide variety of people.
Ability to sit at a desk for the entire work day.
Reading and writing work-related documents in English.
Speech recognition and clarity, including the ability to understand the speech of customers and co-workers and the ability to speak clearly so that you can be understood by customers and co-workers in English.
Constantly communicates and receives verbal communication.
Lifting, carrying, and pushing up to 15 lbs. occasionally, up to 30 lbs. seldom.
Occasionally stoop, kneel, or crouch.
Use hands and arms to reach for, grasp, and manipulate objects.

Responsibilities

Greet Owners, Guests & Vendors.
Keep records and execute administrative policies determined by management.
Adhere to and promote GSI Hospitality Standards.
Screen incoming calls and correspondence, and respond independently when possible.
Prepare memorandums outlining and explaining administrative procedures and policies to staff and monitors compliance.
Create and maintain database and spreadsheet files.
Check Vendors in/out.
Maintain & update community website.
Run all required weekly and monthly reports for analysis and distribution.
Act as an onsite Human Resources: maintaining and executing changes to employee files, recruiting, Workday oversight.
Take and transcribe dictation, and compose and prepare confidential correspondence, reports, and other complex documents.
Maintain office equipment and supplies.
Required to learn new software systems and become proficient as assigned.
Answer phones with a polished manner, and accurately transfer high volume of calls to the appropriate departments.
Operate multi-extension phone system.
Perform administrative tasks as assigned by management team.
Maintain awareness of safety issues, and report them immediately to your manager.