What are the responsibilities and job description for the Administrative Assistant position at Resource Property Management?
Core Values
Adhere to the core values of Resource Property Management: Honesty, integrity, respect, and courtesy are the cornerstones by which our company functions. We value all clients and strive to provide professional and efficient management services.
Essential Duties and Responsibilities:
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Adhere to the core values of Resource Property Management: Honesty, integrity, respect, and courtesy are the cornerstones by which our company functions. We value all clients and strive to provide professional and efficient management services.
Essential Duties and Responsibilities:
- Provide administrative support to Community Association Manager(s)
- Respond to all voice mail messages and emails within 24 hours.
- Transfer owner calls to A/R Specialist. (Or escalate to A/R Supervisor, if needed). Admins should NOT provide account balances or statements to anyone! Not to owners, realtors, or the board.
- Provide backup for the Receptionist when necessary.
- Assist, or route calls, from owners, board members, and contractors, to ensure customer satisfaction
- Report emergencies to the association manager or RPM Executive immediately
- Monitor Managers’ voice messages and ensure/assist Mgr. turns on email autoresponder when out of office.
- Contact vendors for services/supplies as directed by Manager.
- Track monthly office “charges” and supplies so clients are billed properly
- Process sales & lease applications in a timely manner
- Vantaca- includes, but is not limited to the following:
- Maintain up to date contact, and other information, in the After-Hours section
- Prepare/send/track violation letters & architectural applications, in a timely manner, generally within 48 hours.
- Input/track maintenance requests submitted by owners; include photos of the area(s) when applicable.
- Upload/create Notices, Minutes and other documents as required.
- Upload all Sales & Lease applications
- Documents, Insurance summaries, meeting minutes, budgets, etc
- Change Mailing Addresses, Phone Numbers, other contact information.
- Print Mailing Labels for Mailings
- Print Owner Coupons as needed
- 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 report filings, 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 all invoices to the association’s Accounts Payable Rep. before the start of each scheduled 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
- 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
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