Resource Property Management has an opening for full-time portfolio administrative assistants in St. Petersburg/ Pinellas County, FL.

Minimum qualifications

Education: High school diploma (HS) or general education degree (GED).

Experience: Minimum of 2-3 years of prior work experience in an office administrative role

Essential Duties and Responsibilities:

• Respond to all voice mail messages and emails within 24 hours.
• Provide administrative support to Community Association Manager.
• Provide backup to the Receptionist, if necessary.
• Assist or route callers to appropriate party to ensure customer satisfaction.
• Report emergencies to the association manager or Executive immediately.
• Monitor Managers’ voice messages and ensure Mgr. turns on email autoresponder when out of office.
• Contact vendors for services/supplies as directed by Manager.
• Track monthly office charges and supplies for client billing.
• Process sales & lease applications in a timely manner.
• Vantaca - includes, but is not limited to the following:

1. Maintain up to date contact, and other information, in the After-Hours section.
2. Prepare/send/track violation letters & architectural applications, in a timely manner, generally within 48 hours.
3. Input/track maintenance requests submitted by owners; include photos of the area(s) when applicable.
4. Upload/create Notices, Minutes and other documents as required.
5. Upload all Sales & Lease applications.
6. Change Mailing Addresses, Phone Numbers, other contact information.
7. Print Mailing Labels for Mailings.
8. Print Owner Coupons as needed.

• Homewise Docs: Upload Assn. Documents, Insurance summaries, meeting minutes, budgets, etc.
• Assist manager with timely preparation & distribution of board meeting packets.
• Mail or email monthly financial reports to the board within 24 hours of receipt.
• Track/process annual reports, 55 communities, elevator certs, pool permits, etc.
• Program gates or door entry systems and issue new fobs or keys as needed.
• Maintain clubhouse/media room reservations and other property databases.
• Process association mail outs timely. Send large mailouts to Clearwater office.
• Scan/email invoices to Accounts Payable before the start of each Check Run.
• File association records & purge files annually. Association records may NOT be destroyed without board approval.
• Prepare and update a Hurricane/Emergency Preparedness manual for clients under Manager’s direction annually.
• Special projects and or other miscellaneous duties that may arise.

Competencies:

• Adaptability.
• Attention to Detail.
• Collaboration.
• Written & Verbal Communication.
• Conflict Resolution.
• Customer Service.
• Organization.
• Proficiency with MS Office Suite, internal accounting, and management programs.
• Problem solving.
• Professionalism.
• Time Management.

Schedule:

Corporate office hours are 9 am-5 pm Mon-Fri w/1 hour paid lunch 12-1pm.

Working conditions and Physical requirements:

• Must be able to work under pressure, meet deadlines, while providing exemplary customer service.
• Ability to perform the essential job functions safely and successfully with RPM’s internal procedures and policies as well as all related employee handbooks and training/safety manuals.
• Occasional travel to client locations and overtime required.
• Maintain regular, punctual attendance consistent with RPM policies & practices.
• Lift and carry up to 20 pounds.
• Must have oral and written comprehension and expression along with speech clarity and recognition.
• Ability to effectively use computers, telephones, and computer systems.
• Required to stand, walk, and sit; talk or hear, both in person and by telephone; use hands to finger, handle or feel objects or controls; reach with hands and arms.

Great benefits for full time (30 hours per week) employees includes paid holidays, PTO, health benefits, 401(k) plan with company match & competitive starting pay! Submit resume for immediate review.
References, criminal background check, MVR and drug screen required. DFWP/EOE

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