Administrative Assistant

Access Management • Tampa, FL

40d • 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 take all inbound calls when possible and present a consistent level of customer service with each caller. This position requires strong organizational skills, excellent communication abilities, and the capacity to work independently and collaboratively.

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.
• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must be able to stand for long periods of time and be able to freely move about the office and building.

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 and process new tenants, including verifying leases and providing necessary documentation.
• Ensure the workplace is kept neat and organized.
• Assist in booking resident events and preparing welcome packets.
• Monitor and distribute emails, and assist with work orders, including oversight of landscaping work orders.
• Communicate with vendors and follow up with residents to ensure concerns are addressed.
• Handle Owner/Tenant Relations and tenant registration.
• Maintain all necessary files in an organized manner and assist with setting up new homeowner packages.
• Update Vantaca websites and assist the manager as needed.
• Understand community restrictions and clubhouse rules & regulations, and stay up-to-date with current events.
• Fill in for the receptionist as needed and maintain the Community Manager's schedule, calendar, and files.
• Upload files to Vantaca and communicate with managers regarding the status of ARC Applications weekly.
• Assist in posting and updating the Community website, including daily syncing and adding agendas/minutes.
• Send out email blasts as requested and update HOA contact and Board/Committee information.
• Assist in the preparation and organization of materials for board meetings.
• Respond to homeowner and Board of Director inquiries professionally and efficiently.
• Serve as the direct staff liaison for ARC Committee and Landscape Committee, tracking submittals, processing payments, attending meetings, drafting agendas/minutes, and sending follow-up letters.
• Assist Community Manager with the creation, printing, and mailing of the newsletter (Quarterly).
• Assist in processing the recording of return ballots for annual meetings/elections.
• Work with the Community’s Inspector on the violation process when required.
• Assist the Community or General Manager in developing operating budgets for facilities maintenance and monitoring 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 meet schedules.
• Participate in meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain knowledge of developments, requirements, policies, and guidelines.
• Ensure all safety precautions are followed.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks, and other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED