Administrative Assistant (Co-Op)
Pinellas Park, FL
Full Time
Experienced
Cooperative Residential Community | Onsite
We are seeking a dependable and organized Administrative Assistant to support the daily operations of our cooperative residential community. This position serves as the primary point of contact for residents and provides administrative support to management and the Board of Directors.
Essential Duties and Responsibilities:
We are seeking a dependable and organized Administrative Assistant to support the daily operations of our cooperative residential community. This position serves as the primary point of contact for residents and provides administrative support to management and the Board of Directors.
Essential Duties and Responsibilities:
- Provide excellent customer service to residents and board members courteously, timely and efficiently.
- Handle correspondence, telephone contacts, and incoming mail, including confidential materials, in a professional and expedient manner.
- Return all calls and emails within 24 hours.
- Resolve problems to ensure customer satisfaction or function as “gatekeeper” and route to appropriate party if unable to resolve the issue.
- Keep the manager informed of all issues and report emergencies to Manager immediately.
- Report payroll to RPM HR Department timely 2x per month as scheduled.
- Utilize MailChimp to create and schedule community emails and meeting notices.
- Post meeting notices (typically done by Board Secretary).
- Order supplies as needed.
- Process resident sign in and sign out forms.
- Issue new fobs and mange fobs in DSX system.
- Scan/email invoices (in black & white).
- Issue and explain paperwork for applications, vehicle stickers, caregiver, and Emotional Support Animals to residents.
- Process sales, lease, and sublet applications, order background and credit checks, schedule board interviews, etc.
- Assemble new resident interview packets.
- Schedule and set up Zoom meetings for BOD and Committee meetings.
- Assist Manager and Board President with timely preparation of board and meeting packets.
- File association records; (purging of files done annually by Secretary of the Board); must have board approval to destroy any Association documents.
- Annual Meeting preparation to include schedule, notices, documents, mailing labels and e-voting.
- Prepare and oversee Association mail-outs (done in Seminole office).
- Contact vendors as needed to make necessary repairs as per CAM’s direction.
- Prepare/update RPM’s Hurricane/Emergency Preparedness manual for the CAM’s review annually.
- Utilize Vantaca for management of the community - includes, but is not limited to the following:
- Maintain up to date contact, and other information, in the After-Hours section.
- Change Mailing Addresses, Phone Numbers, and other resident contact information.
- Enter action items for initializing ACH, correcting payment errors, waiving late fees, ordering coupon books, etc.
- Prepare/send/track violation letters in a timely manner, within 48 hours.
- Upload BOD meeting notices and minutes, contracts, insurance policies, manager reports, budgets, etc. to Vantaca.
- Input/track maintenance requests submitted by owners; include photos of the area(s) when applicable.
- Print Mailing Labels for Mailings.
- Homewise: Upload association documents, insurance summaries, meeting minutes, budgets, etc.
- Special projects or other duties that may arise from time to time.
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