Administrative Assistant

Seabreeze Management Company Inc•Mesquite, NV

1d•Onsite

About The Position

This position provides a wide variety of administrative and staff support services. Performs office work directly related to property management and general business operations of the association; control of records and reports regarding operation, etc., and emergency service duties.

Requirements

3 – 5 years administrative experience
Excellent verbal and written business communication skills
Must utilize discretion in managing highly confidential or sensitive information
Strong interpersonal skills; able to work with all levels of management and clients
Proven ability to manage multiple tasks with competing priorities and deadlines
Ability to read, understand, and implement established policies and procedures
Advanced working knowledge of Microsoft Office applications (Word, Excel, PowerPoint)
Valid Driver’s License and State mandated vehicle insurance.
Strong written communication skills, and the ability to communicate effectively with employees and clients at all levels of the organization, both verbally and in writing.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Ensure that the telephone is answered properly and messages are handled courteously, accurately and in a timely manner.
Work with homeowners to address concerns.
Provide administrative and clerical support to the Department Supervisor such as reports, letters/correspondence and forms.
Assists organizing spreadsheets and documentation needed for Board of Directors meetings.
Maintain calendars, contact lists and schedules: and conduct appropriate receiving and screening of calls and correspondence for the Department Supervisor.
Send coded invoices to Seabreeze.
Prepare, code and research invoices and check requests for payment of services or products related to Office functions. May include CINC research and/or contacting vendors for additional information regarding past due statements or invoices.
Prepare Delinquency Report for monthly Management meeting using CINC. Update with necessary and pertinent information regarding delinquent accounts.
Prepare and email monthly meeting calendar with dates and times of management, and miscellaneous meetings.
Scan and file signed Management Council Meeting minutes.
As paperwork, invoices, contracts and other necessary paperwork is received it must be logged, copied and organized. Update Excel spreadsheet and logs.
Request copies of invoices, from Seabreeze as necessary.
Create and update logs – computer tech service, copier log and phone tech log.
Maintain phone lists for extensions, direct dial list, elevator phones, vendor emergency list and employee contact list.
Work on projects when asked.
Update procedures book as needed.
Other tasks as assigned by Department Supervisor.