Administrative Assistant

WE PREPARE, INSPIRE, EMPOWER, ENTRUST IN YOU! JOIN OUR DREAM MAKER CULTURE ©

We are committed to invest in our people to develop a happy and prosperous future. We support you every step of the way in your career journey and offer benefits and unique learning and development opportunities that include :

Competitive Wages

• Medical, Dental, Vision Insurance
• Life Insurance
• 401K Program
• Paid Holidays and Vacation
• Outstanding Recognition and Awards Program
• Effective Training Programs
• Tuition Reimbursement
• Complimentary Parking and Meals in Dedicated Employee Restaurant
• Preferred Pricing on Food and Beverage, Spa Treatments and Retail Purchases
• Management Programs to Progress on Your Career Journey
• Health and Wellness Fairs
• JOB OVERVIEW :

Assist Condominium Manager in overseeing various aspects of the day-to-day operations of the Condominium Association. Provide clerical administrative support for the Condominium Manager, including, typing, computer input, filing, answering telephones, printing reports, payroll, maintaining manager files and departmental records / logs.

REPORTS TO : Condominium Manager.

SUPERVISES : WORK ENVIRONMENT :

Executive offices.

Job involves working :

KEY RELATIONSHIPS :

Internal : Condominium Manager, Residents, the Owners, Managing Director, Executive Committee Members, all Department Managers, Assistants, and employees.

External : Residents guest / visitors, Resort guests / visitors, civic organizations, media, vendors, contractors, trade associations, moving companies, corporate office personnel.

QUALIFICATIONS

Essential :

Desirable :

PHYSICAL ABILITIES

Essential :

ESSENTIAL JOB FUNCTIONS

Maintain complete knowledge of and comply with all departmental policies / service procedures / standards.

Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended.

Anticipate residents and guests’ needs, respond promptly and acknowledge all residents and guests, however busy and whatever time of day.

Maintain positive resident and guest relations at all times.

Assist with resolution of resident and guest complaints, ensuring follow through and satisfaction.

Monitor and maintain cleanliness, sanitation and organization of assigned work areas.

Access all functions of computer.

Set up work station with necessary supplies and resource materials.

Complete supply requisitions and submit to Condominium Manager; stock office supplies upon receipt.

Answer telephone.

Record messages.

Make telephone calls to specified individuals as requested by the Condominium Manager.

Greet all individuals arriving at Condominium offices and assist with their needs.

Document and maintain appointment calendar for Condominium Manager.

Arrange meeting room requirements as requested by the Condominium Manager.

Establish and maintain filing procedures.

Prepare the daily reader board with information on move- ins, move-outs, deliveries,

Maintain a confidential and current telephone and address roster of all residents.

Retrieve and distribute departmental mail.

Process requests for overnight mail and other delivery / messenger services.

Prepare and send faxes; receive and distribute faxes to appropriate personnel.

Make photocopies.

Type correspondence, memos and reports.

Attend all designated meetings..

Document all resident and guest requests / grievances and communicate such to respective personnel for proper handling. Follow up on guest satisfaction.

Forward all resident comment cards to the Condominium Manager; prepare response letters. Follow up where required.

Coordinate and process invitations to Condominium Manager's welcome orientation.

Greet owners and / or renters and help them with any questions they have in reference to the building and surrounding properties.

Issue new resident keys and owners Manual explaining its contents.

Maintain a current inventory of all unit keys issues to resident trade workers, authorized personnel, and building employees.

Coordinate with the Receiving and Safety Department for all resident deliveries, pick-ups, and move-in and move-out dates.

Maintain and update confidential information pertaining to unit files.

Maintain all accounting records and correspondence as directed.

Coordinate with Condominium Manager any notices, letters, memos or bulletins that need to be sent out and / or posted.

Work closely with vendors and contractors.

Prepare and distribute Condominium Manager's requests for complimentary room reservations.

Complete and distribute amenity request forms; follow up on any changes.

Maintain a current manual on all departmental forms and form letters with instructions.

Coordinate service repairs for office equipment, ensuring minimal costs.

Prepare work orders for maintenance repairs and distribute to Engineering. Monitor completion of work orders submitted.

Invoice residents for work performed that is not the developer’s responsibility.

Ensure that all invoices are checked for accuracy and are paid in a timely manner

Issue purchase order requisitions for all purchases and get approval of same

Issue Assessment Payment coupons as needed.

Verify and check accuracy of payments received.

Prepare delinquency letters and monitor all past due accounts closely.

Prepare Accounts Receivable Aging Reports.

Prepare deposits for all the various accounts.

Coordinate travel arrangements, hotel reservations and car rentals as required for the Condominium Manager's business travel needs.

Coordinate floral and other vendor amenity requests with authorized suppliers.

Maintain confidentiality and security of specified resident / resort information, correspondence, reports and files.

Document pertinent information in departmental log book.