What are the responsibilities and job description for the Sr. Adminitrative Asst/Asst CAM position at Resource Property Management?
Minimum qualifications
Education: High school 3-4 years of prior work experience in an office administrative role
Must Have CAM
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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:
Education: High school 3-4 years of prior work experience in an office administrative role
Must Have CAM
_____________________________________________________________________
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:
- Troubleshoot office equipment. Arrange for service call when needed.
- Annual tracking such as pool permits, elevator certificates, 55 , annual/budge
- 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.
- 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.
- SenEarthCo/OneSource - 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.
- 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.
- 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 other 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 (keyboards); reach with hands and arms.
