Administrative Assistant

VESTA PROPERTY SERVICES INC • Sun City Center, FL

1d • $20 - $25 • Onsite

About The Position

Your Flight Plan! The Administrative Assistant facilitates the efficient operation of the assigned department or facility by performing a variety of clerical and administrative tasks. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

Requirements

• High school diploma
• Prior administrative experience

Nice To Haves

• Experience with Update platform and Enumerate platform is a plus
• Occasional travel may be required

Responsibilities

• Schedules, coordinates and organizes complex activities such as meetings, travel, conferences, walk-throughs, inspections, board presentations and department activities for all members of the department
• Performs desktop publishing. Creates and develops visual presentations
• Establishes, develops, maintains and updates filing system including inspection logs. Retrieves information from files when needed
• Communicate with vendors, residents, and board members regarding service requests
• Organizes and maintains, files and compliance reports.
• Input and track irrigation-related work orders in the system, following a standardized process to follow the day-to-day management of completed work order requests
• Sorts and distributes mail.
• Drafts written responses or replies by phone or e-mail when necessary
• Responds to regularly occurring requests for information
• Handles large volumes of information and calls; by answering phones and taking messages
• Works in cooperation with other departments to cover phones
• Draft and distribute internal reports and external communications related to irrigation issues along with preparation of irrigation grading reports
• Acts as a liaison with other departments and outside agencies, including high-level staff
• Handles confidential and non-routine information and explains policies when necessary
• Works independently and within a team on special nonrecurring and ongoing projects.
• Acts as project manager for special projects, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.
• Proofreads copy for spelling, grammar and layout, making appropriate changes.
• Responsible for accuracy and clarity of final copy

Benefits

• At Vesta Property Services, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet your needs and the needs of your family, including your pets.
• We offer benefits such as medical, dental and vision, life and disability, 401K retirement plans, and additional benefits such as Health Savings Account, Flexible Spending Account and Pet Discount Plan.
• In Addition, we provide support by offering free counseling sessions, legal advice sessions, professional development and an outstanding referral program- to both our Full-time and Part-time staff associates!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees