Sr. Administrative Assistant
Clearwater, FL
Full Time
Experienced
Essential Duties and Responsibilities:
Competencies:
- Provide administrative support to assigned Vice President.
- Respond to voicemail and email inquiries within 24-36 hours.
- Assist on calls from owners, board members, and contractors.
- Report emergencies immediately to CAM or RPM Executive.
- Assist with preparation and distribution of board packets.
- Monitor voicemail and email status, ensuring out-of-office notices are active.
- Maintain emergency contact/preferred vendors in Additional Information in Vantaca.
- Process and track violation letters and ARC applications (within 48 hours).
- Log and follow up on work orders/maintenance requests, uploading relevant photos.
- Upload and manage association documents (minutes, notices, applications, etc.) to Vantaca.
- Update owner contact info and mailing addresses when needed.
- Compile Isla office charges and supplies for client billing via corporate accounting.
- Process sales applications promptly.
- Coordinate FedEx deliveries and mailouts related to applications.
- Serve as receptionist backup as needed.
- Route financial/account-related inquiries to the A/R Specialist or Supervisor; account balances may NOT be provided directly to callers.
- Create and manage phone rotation coverage.
- Order and manage office and property supplies.
- Schedule workspace for new hires and maintain key/alarm code assignments.
- Coordinate service and repairs for office equipment and systems.
- Track office-wide annual permits and certifications (e.g., pool, elevator, 55+).
- Manage Stevens & Stevens storage ordering and tracking.
- Organize and maintain office filing systems, purge files annually with board approval in compliance with retention policies.
- Assist with hurricane/emergency manual updates annually.
- Process association mailouts on time per the deadline requirement by keeping the annual/budget tracking sheet up to date on a weekly basis.
- Upload association documents to Homewise Docs (e.g., insurance, minutes, budgets).
- Scan and email invoices to Accounts Payable upon receipt.
- Program gate/door entry systems and issue fobs/keys as requested.
- Maintain property reservations such as clubhouses and meeting rooms.
- Assist with office upkeep (conference rooms, kitchens, supplies, etc.).
- Set up and clean up for office events, Lunch & Learns, and celebrations.
- Coordinate office birthdays and recognition efforts.
- Manage office calendars (vacation, conference room, events).
Competencies:
- 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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