Administrative Assistant Job at Florida Property Management Strategies in Miami

Overview

Now Hiring! Administrative Assistant (Part-Time).

Schedule: TBD.

Pay type: $16.00hr.

Location: Miami, FL 33186

Who We Are? https://www.myfpms.com

Florida Property Management Strategies strives for excellence and a commitment to superior customer service. Our priority is to ensure your satisfaction and exceed all expectations. We are a team of licensed and insured professional property managers with hands-on experience in homeowners’ associations and condominiums, both commercial and residential.

What You’ll Do:

• Assist manager with preparation and distribution of annual budget mailing materials.
• Assist manager with preparation and distribution of annual homeowner meeting materials.
• Process account payables, including proper organizing and coding, to submit payment requests to the accounting department, check requests, obtain signatures, and release checks.
• Process account receivables, including deposits, and release checks received to the accounting department.
• Update and maintain documents required for escrow services vendor for assigned Associations.
• Receive and process maintenance requests, and track work orders.
• Receive incoming client and vendor calls, take appropriate action as needed, and keep the manager informed.
• Assist in maintaining homeowner association files and necessary changes to contact information in management software.
• Maintain owner accounts including processing of late charges, insufficient funds, mailing intent to lien notice letters, account research, forwarding information for liens to the attorney, mailing statements, etc.
• Prepare and distribute welcome packages for new owners.
• Facilitate Association and vendor mailings.
• Assist in producing an Association newsletter.
• Maintain Association liability insurance book.
• Assist in the update and support of the Association website for owner access to rules, governing documents, minutes of meetings, and newsletter distribution.
• Create reports (landscape, work orders, delinquencies, violations) out of the management software.
• Assist in processing architectural requests.
• Assist the manager on any special projects.
• Maintain Association gate computer.
• Assist with review of all Association contracts and preparation of bid specifications as needed.
• Assist in the monitoring of Association contractor performance.
• Assist with any mailings to members as directed by the manager.
• Assist with the preparation and distribution of the agenda and packets for the board of directors’ meetings.
• Attend the annual owners meeting, check in with the owners, and assist with election procedures.
• Assist the manager with the preparation of a monthly management report for the Board of Directors.
• Assist in enforcing the Association Bylaws, CC&Rs, Rules and Regulations, and Architectural guidelines.
• Be able to provide backup support for the front desk receptionist (corporate).
• Assist with other additional assigned administrative work and various duties as may be assigned by FPMS.
• Foster client satisfaction and build customer goodwill.

What You’ll Need:

• Computer Skills: Microsoft Office, Internet, Management Software.
• Excellent Customer Service skills.
• Excellent verbal and written communication skills.
• Bilingual.
• Previous experience in homeowner association or property management field.

Education & Experience:

• Completion of a CAM course or relevant experience is desired.
• High school diploma or GED.
• Valid FL driver's license, vehicle, and current automobile insurance.
• Must have favorable background screening results (new hires).
• Applicant represents and warrants that he/ she can meet the physical, mental, and environmental demands of performing their duties as outlined in the Job Description.
• Applicant must be able to prioritize work and follow directions explicitly under the direction of their manager.

Physical Requirements and Job Conditions:

• Applicant understands he/ she must work inside and outside, sometimes facing inclement weather conditions in performing his/ her job duties as outlined in the Job Description. Applicants must drive their car and maintain a good driving record.
• Applicant may be called upon to lift, move, or carry objects weighing up to and including fifty pounds. Applicant further acknowledges that their duties may be changed at the company or General Manager's discretion based upon the decision of the company, General Manager, or Board of Directors.
• Ability to sit for long periods.
• Ability to move around the facility/ association property to observe and participate in job activities as listed.