Department: Property Management

FLSA Status: Exempt

Reports To: Director of Operations

Job Status: Full time

Work Schedule: Weekdays, Weekends, and Holidays as needed

Job Overview

Luxury Rentals Miami Beach is a leading luxury vacation rental company in Miami. We match impeccable service with a diverse portfolio of luxury properties for our guests to choose from. With over 15 years of experience, we are passionate about all things travel and hospitality.

The Administrative Assistant to the Property Management Department must be detail-oriented and possess excellent multi-tasking, communication, and problem-solving skills. The ability to pivot and prioritize in a high-energy, ever-changing atmosphere is a necessity.

Responsibilities and Duties

• Daily data entry of open work orders in the database.
• Type accurately, and prepare and maintain all PM documents and records.
• Create vendor purchase orders and service contracts and process vendor invoices.
• Create and place orders for inspector's daily needs (bulbs, batteries, sugar, coffee, etc) Track inventory of such items.
• Record day-to-day financial/purchase transactions and complete the posting process (AMEX).
• Maintain and update vendor liability insurance certificates are filed for all contractors performing work at the properties.
• Pay vendor invoices, mark accordingly, and enter invoices in the database.
• Purchase missing items that appear on Work Orders (WO)
• Process and ensure accurate damage claims (Safely) are processed in timely manner.
• Provide accounting and clerical support to the accounting department (AMEX Expense Reports).
• Assist Property Management with purchases and returns for Residences/Owners.
• Contacting and scheduling with vendors for repairs/replacement items for residences.
• Assist in preparing estimates to inquiring customers in a timely manner, if needed.
• Keep inventory of materials/supplies and place corresponding orders, as necessary.
• Review Residence Inspection Reports (WO) in the Track database.
• Assist in organizing deliveries to residences to Housekeeping Runner
• Collaborate and support cross-functional teams with diverse tasks as assigned.
• Provide tenants and vendors with assistance in all aspects of scheduling building maintenance, communicating building procedures, and supplying general building information.
• Notify the Operations Manager of repeat tenant complaints or unusual and/or unreasonable situations.
• Assist in the maintenance of an organized updated manual and electronic filing system for all residences, invoices, purchase orders, vendors, work orders, and other general files.
• Contribute toward overall office operational needs as well as providing administrative support to maintaining property management operations as necessary.
• Assist in answering, screening, and forwarding incoming phone calls, if needed.
• And any other duties needed to help fulfill our Mission and abide by our Organization’s Values.

Skills & Qualifications

• A minimum of 1 year of work experience in a similar role.
• Hotel and property management maintenance experience is a plus.
• Extensive experience with data entry, record keeping, and computer operation.
• Type accurately, prepare and maintain documents and records.
• Proficiency in Microsoft Office (OneDrive, SharePoint, Teams, Excel, etc.)
• Experience using office equipment, like printer and scanner (Scan documents and print files, when needed).
• Excellent communication skills, both verbal and written.
• Attention to detail and accuracy of work.
• Familiarity with administrative duties.
• Proven data entry work experience, as a Data entry operator or Office clerk.
• Excellent knowledge of correct spelling, grammar, and punctuation.
• Organizational skills, with an ability to stay focused on assigned tasks.
• Typing speed and accuracy.