Administrative Assistant

NEXT GENERATION MANAGEMENT SERVICES LLC•Sunrise, FL

8d•$18•Onsite

About The Position

Next Generation Management and Accounting is a forward-thinking property management firm dedicated to providing exceptional service to our residents and clients. We manage a diverse portfolio of properties, combining innovative management practices with professional accounting expertise to deliver outstanding results. We are seeking a motivated and detail-oriented Administrative Assistant to support our Portfolio Property Manager and contribute to the smooth operation of multiple properties. The Administrative Assistant will provide comprehensive administrative and operational support to a Portfolio Property Manager, assisting with multiple properties in the portfolio. This role is essential to ensuring effective communication, accurate record-keeping, and efficient property operations. Location: Sunrise, FL Pay: $18.00/hr. Schedule: Full-time, Monday–Friday (40 hours/week); 9:00am -6:00pm PTO: 40 hours sick leave after 90-day probation; 40 hours vacation PTO after 1 year; 7 paid federal holidays

Requirements

Associate degree in business or related field preferred, or equivalent combination of education and experience.
Three (3) to five (5) years of administrative experience, preferably in property management.
Intermediate proficiency in Microsoft Windows and related software.
Strong administrative, organizational, and customer service skills.
Excellent interpersonal, written, and verbal communication skills.
Self-starter with the ability to manage multiple priorities across a portfolio of properties

Responsibilities

Coordinate and prepare operating reports for multiple properties, including terminations, new hire documentation, and other operational reports.
Professionally answer phone calls, handle messages accurately, and respond promptly.
Prepare management and committee reports, meeting notices, and other documentation for Portfolio Property Manager review and approval.
Maintain, update, and organize resident and property information; provide reports to the Portfolio Manager, Board of Directors, and valet desk as needed.
Track insurance certificate requests and maintain insurance records for vendors and unit owners across all properties.
Manage office supplies and equipment, following purchasing procedures.
Open and distribute mail; prepare and code accounts payable invoices for Property Manager approval.
Coordinate Board approval meetings and prepare required documentation.
Maintain and update resident information packets, memos, and policies.
Prepare resident applications requiring Board approval (e.g., Architectural Modifications).
Coordinate receipt and filing of closing statements or warranty deeds, updating corporate A/R as needed.
Maintain inventory of common area keys, transmitters, and key fobs; reorder and maintain accurate logs.
Follow safety procedures and maintain a safe work environment.
Perform additional administrative duties as assigned.