Administrative Support Specialist

Job Responsibilities:

Daily Routine:

• Review Maintenance Logs and generate work orders as needed.
• Regularly monitor pool and spa conditions.
• Answer incoming calls, transfer as required, and take messages.
• Manage incoming mail, including sorting checks and bills.
• Assist with various office tasks such as copying, faxing, filing, emailing, and scanning.
• Handle maintenance-related phone calls and generate work orders.
• Ensure all work orders are approved for payment and notify maintenance of approved payments.
• Provide assistance to the general manager as needed.

Weekly Responsibilities:

• Collect time cards and checks and distribute accordingly.
• Coordinate with pest control for scheduled visits.
• Close work orders, charge accounts, and mail out invoices.
• Maintain maintenance log forms for weekly shifts.
• Create guest passes for Security.
• Distribute time cards weekly.

Monthly Responsibilities:

• Manage parking permits, including collection of fees and updates.
• Update front desk procedures monthly.
• Handle tenant processing, including paperwork and key card issuance.
• Maintain insurance book and contact agent for updates.
• Process new ownership and issue fobs.
• Manage lease updates and tenant registration forms.
• Coordinate with contractors for construction projects.

Yearly Responsibilities:

• Coordinate pet and bike registrations, including fee collection and documentation.
• Assist with meeting preparations, attendance, and minutes.
• Manage seasonal adjustments such as pool air conditioning.
• Schedule filter and smoke detector checks with maintenance.
• Order office supplies as needed.

Additional Duties:

• Handle unit authorizations and inform Security Desk accordingly.
• Keep the General Manager informed about all relevant matters.

Requirements:

• Previous administrative experience preferred.
• Strong organizational and multitasking skills.
• Excellent communication and customer service skills.
• Proficiency in MS Office applications.
• Ability to work independently and as part of a team.
• High attention to detail and accuracy.
• Bi-lingual in English and Spanish a plus but not required.

If you're a motivated individual with a knack for organization and a passion for administrative tasks, we want to hear from you!

Apply now to join our team.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Atlantic City, NJ 08401 (Required)

Work Location: In person

Salary : $17 - $20