Administrative Assistant (Corporate Office)

Resource Property Management•Seminole, FL

About The Position

The Administrative Assistant provides administrative and customer-service support for Resource Property Management’s corporate office and community management operations. The role serves board members, owners, and residents; handles calls, email, correspondence, records, applications, meeting materials, invoices, and payroll reporting; and supports managers with vendor coordination, property needs, and emergency preparedness. The position requires timely, courteous communication, effective issue routing and follow-up, and adherence to company policies and procedures.

Requirements

Ability to work under pressure and meet deadlines while providing exemplary customer service.
Ability to safely and successfully perform essential job functions in accordance with RPM procedures and policies and applicable employee handbooks and training and safety manuals.
Maintain regular, punctual attendance consistent with RPM policies and practices.
Ability to lift and carry up to 20 pounds.
Ability to talk, listen, and speak clearly on the telephone.

Responsibilities

Provide courteous, timely, and efficient customer service to board members, owners, and residents.
Return calls and emails within 24 hours, check phone messages, and arrange for an email autoresponder when out of the office.
Resolve problems within the bounds of authority or route them to the appropriate RPM contact; report emergencies immediately to the Association Manager or an RPM Executive Team Member.
Use Vantaca to manage community information, update after-hours records, process violation letters and other correspondence, and upload documents to Vantaca and Homewise in a timely manner.
Scan and email invoices in black and white to Accounts Payable by the first day of the check run.
Assist the Manager with timely preparation of board and meeting packets.
Mail, email, or upload monthly financial reports to the board within 24 hours of receipt.
Track annual report filings, elevator certifications, pool permits, and similar items.
Process sales and lease applications and association mail-outs.
File association records and purge files annually; obtain board approval before destroying records.
Prepare and update a Hurricane/Emergency Preparedness manual annually.
Contact vendors to arrange necessary repairs as directed by the Manager; order supplies as directed.
Inspect the property when necessary in the absence of the Manager or maintenance staff.
Report payroll to the RPM Human Resources Department twice per month according to schedule.
Keep the Manager informed of issues and post meeting notices.
Perform special projects and other duties that arise from time to time.