Administrative Assistant

Administrative Assistant

Location:

Jacksonville, FL

Base pay range: $23.00/hr – $25.00/hr

As an Administrative Assistant, you’ll provide a wide range of administrative and staff support services, including preparing and maintaining operating reports, supporting personnel management, and executing emergency service duties.

• Coordinate collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
• Ensure the telephone is answered properly, messages are handled courteously, accurately, and timely.
• Initiate preparation of Management Reports, committee reports, meeting notices and submit for Manager’s review and approval.
• Maintain, update, and coordinate resident information in the computer database at least monthly; generate and provide this information to the Property Manager, Board of Directors, and valet desk.
• Keep track of insurance certificate requests and maintain insurance record books for vendors and unit owners.
• Maintain supply closet; request all office supplies and equipment following established purchasing procedures.
• Open and distribute mail; prepare accounts payable invoices with work orders and receiving tickets; stamp and code invoices for P.M. to code and approve.
• Set up meetings for Board Approval process.
• Keep packages updated with new memos and policies as required.
• Prepare resident information packages that require Board approval (e.g., Architectural Modification).
• Coordinate receipt of closing statement or warranty deed, file and send to corporate A/R for name and address changes for maintenance coupons.
• Maintain inventory of common area keys, transmitters and key fobs for residents; re‑order as needed following established procedures.
• Follow safety procedures and maintain a safe work environment.
• Demonstrate excellent customer service, communication, and time‑management skills.
• Proofread the monthly newsletter, assist with weekly communication.
• Maintain daily log, records, and forms.
• Monitor and control access to the building.
• Greet and direct residents, guests, and invitees.

• Associate’s degree with concentration in business preferred, or equivalent combination of education and experience.
• Three (3) to Five (5) plus years of related work experience.
• Intermediate proficiency in Microsoft Windows software.
• Strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communication skills.
• Self‑starter with excellent communication, interpersonal and customer service skills, and telephone etiquette.
• Bilingual candidates preferred.

• Ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekends, and attend Board meetings as required.
• Driving when necessary.

Monday through Friday, 8:00 am to 5:00 pm.

As a full‑time non‑exempt associate, you will be eligible for comprehensive benefits including medical, dental, and vision plans, time‑off benefits, paid holidays, and a 401(k) with company match. Occasional travel may be required for training and other company functions.

$23.00 – $25.00 per hour.

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Management reserves the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

Mid‑Senior level

Full‑time

Administrative