Administrative Assistant

Overview
Jockey Club Association is seeking a highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will play a crucial role in supporting daily office operations and ensuring efficient workflow.

Day to Day responsibilities include:

• Schedules and organizes Condominium Board Meetings & Committee Meetings via Zoom and in person.
• Organizes and prioritizes large volumes of information and calls.
• Handles confidential and non-routine information and explains policies when necessary.
• Maintain, update, type, and coordinate account information in a computer database.
• Coordinate and track important dates and meetings, such as annual and budget meetings.
• Ensure that all communication is handled professionally and courteously by the team on site. Also, ensure that phone messages and e-mails are responded to appropriately and within 24 business hours.
• Ensure that all mail (i.e., Fed Ex, UPS, USPS) is picked up daily in a timely manner.
• Assist with producing minutes for Board Meetings.
• Assist with preparation of the Board Agenda’s and Board Packet.
• Responsible for coding and entering all Invoices for the community.
• Responsible to work closely with Committees.
• Assist with gathering quotes & proposals for projects for the community.
• Daily management of the office staff and/or other team members on-site.
• Supply ordering for Maintenance, Housekeeping, and the Office.
• Assist in posting all agendas to proper physical locations and the website.
• Responsible for making sure Community Website is kept up to date.
• Monitoring of Vendor License and Insurance Expirations.
• Reservation & coordination of conference room events, elevator reservations for deliveries / move ins and move outs.

Supervisory Responsibility: This position will supervise team members and/or departments at the property.

This job operates in a professional office environment. It routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job.

This is largely a sedentary role; however, some filing is required. The ability to lift files, open filing cabinets, and bend or stand as necessary would be required.

The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push, and pull items weighing 20 pounds or less. The position requires manual dexterity, auditory and visual skills, and following written and oral instructions and procedures.

This position is full-time. The days and hours of work will be determined based on the property's business needs. Occasional evening and weekend work may be required as job duties are in demand.

Minimal travel will be required for this position. Travel will be to deposit Association Payments.

• Prior experience in a related position; a minimum of 3 years’ experience.
• High School diploma required
• Working knowledge of computer and associated programs; MS Office.
• Ability to multi-task, set, and manage priorities.
• Excellent communication and listening skills to interact with a diverse and multi-cultural population.
• Keyboarding ability with accuracy at 45-50 words per minute.
• Must function in an organized environment.
• Bilingual in English and Spanish is required.

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

Job Type: Full-time

Pay: From $20.00 per hour

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Evening shift
• Monday to Friday
• Weekends as needed

Language:

• English (Required)
• Spanish (Required)

Ability to Commute:

• Miami, FL 33181 (Required)

Work Location: In person

Salary : $20