What are the responsibilities and job description for the Onsite 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 excellent customer service to board members, owners/residents courteously, timely and efficiently
- Return all calls and emails within 24 hours.
- Ability to organize multiple work assignments and establish priorities
- Resolve problems to ensure customer satisfaction or function as “gatekeeper” and route calls to appropriate party at RPM if unable to resolve the issue.
- Report emergencies to Association Manager or RPM Executive Team Member immediately.
- Check Onsite Manager’s (if applicable) phone messages when out of the office. Ensure Mgr. sets email autoresponder.
- Utilize Vantaca for management of the community. Includes updating After Hours section, processing violation letters, and other correspondence timely, generally within 48 hours
- Upload documents to Vantaca (meeting minutes, etc.) and Homewise in a timely manner
- Scan/email all invoices (in black & white) to the A/P department by the 1st day of the check run
- Assist Manager with timely preparation of board and meeting packets.
- Send or upload monthly financial reports to the board within 24 hours of receipt
- Track annual report filings, elevator certs, pool permits, etc
- Process sales and lease applications, schedule orientations, etc
- 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.
- Homewise Docs: Upload Assn. Documents, Insurance summaries, meeting minutes, budgets, etc
- Cinc Systems:
- Change Mailing Addresses, Phone Numbers, other contact information.
- Print Mailing Labels for Mailings
- Print Owner Coupons as needed
- Prepare and oversee Association mail-outs (done in Seminole office)
- Handle correspondence, telephone contacts, and incoming mail, including confidential materials, in a professional and expedient manner.
- File association records; (purging of files done annually by Secretary of the Board); must have board approval to destroy any Association documents
- Prepare/update RPM’s Hurricane/Emergency Preparedness manual for the CAM’s review & distribution to the community annually
- Contact vendors as needed to make necessary repairs as per CAM’s direction
- Order supplies as needed
- Report payroll to RPM HR Department timely 2x per month as scheduled.
- Keep the manager informed of all issues
- Post meeting notices (typically done by Board Secretary)
- Take meeting minutes if requested.
- Special projects or other duties that may arise from time to time
- Strong verbal and written communication skills
- Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
- Proficiency with spreadsheets, word processing databases and communications software programs (MS Office — Word, Excel and Outlook). Must be advanced in Excel!!
- Customer/Client focus
- Conflict Resolution
- Attention to detail/Strong Organizational skills
- Dependable/Flexible
- Analytical thinking (for problem solving)
- 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
- 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
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