Administrative Assistant

HH Staffing is currently seeking an experienced Administrative Assistant for a work opportunity at a Condo Association in Fort Lauderdale.

This is a permanent opportunity available through our agency. Benefits offered once hired and eligible per organization's requirements.

The Administrative Assistant provides a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the organization. The duties and responsibilities of the Administrative Assistant are multiform. The Administrative Assistant will work closely with the General Manager, the Officers and the Board of Directors in running an efficient, orderly and friendly office. The Administrative Assistant reports to the General Manager.

Applicant must be a well-rounded professional, motivated and fast-learning, and have excellent organizational skills and phone etiquette.

Duties and Responsibilities:

• Ensures that the telephone is answered properly and messages are handled courteously, accurately and in a timely manner.
• Set-up and maintain all general files pertaining to the office structure and according to procedures.
• Maintains and updates resident information (roster of owners and lessees) in computer database and provides the information to the Property Manager, Board of Directors, Front Desk and Receiving. Notify Broward Computer Accounting Service of all the changes as well.
• Type and distribute bulletins to owners on events of general interest.
• Open and distribute routine mail.
• Work directly with members of the Board of Directors and the Officers.
• Post necessary notices in mail room and on character generator screen. (Security will be asked to place display in elevators).
• Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
• Order office supplies and all other purchases, (authorized by the Manager), with the exception of purchases of materials related to maintenance, gardening, pool and house-keeping.
• Keep accurate records of Petty Cash expenditures by posting them in the Cash Disbursement Book.
• Stamp and code all account payable invoices and monthly statements, verifying their accuracy and refer to the Manager for approval of payments and checks requisition.
• Maintain the Register of the "HOUSE CHECKING ACCOUNT” as an official Disbursement Book, abiding by the procedure in force.
• Maintain a “CASH RECEIPT BOOK”, in accordance with the procedure in force.
• Process all applications for Lease/Purchase; prepare certificate of approval, notarize and prepare files for the interviews. Membership Committee member will set up interview with prospective tenant/owner.
• Prepares move-in and delivery packages for re-sale and leases.
• Set-up and maintain all individual files for owners and lessees.
• Prepares any resident information packages that require Board approval, (i., e., Architectural Modification, hurricane shutter installation, etc.).
• Coordinates receipt of closing statement or warranty deed to put in the file and send to Broward Computer Accounting Service to change name and address for maintenance coupons.
• Maintain current list of Cabana owners, their related yearly payment fees.
• Maintains inventory of common areas keys, and garage clickers for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
• Process and secure approval by Manager on application for extra security keys: keep records current recording the deposits of $100.00 received from owners for each pass key.
• Maintain files for Bank Corporate Resolutions.
• Maintain records of Plaza South owners that have air conditioning Maintenance Contracts with the Association.
• Send out and receive Fax, collecting fees for procedure in force.
• Notarize documents.
• Prepare Bank deposits slips for cash or checks received for services rendered by staff.
• Maintain current list of assigned or rented parking spaces. (Any re-assignment subject to Board approval).
• Maintain list of storage lockers and of rented lockers.
• Maintain records regarding all employees of Plaza South Association Inc. i.e. vacation time, sick days, benefits and vital statistics.
• Log payroll hours. Via Fax notify payroll to Broward Computer Accounting Service, after being approved and signed by General Manager.
• Keep records on Lounge Reservations for Social Events, collect deposit fees and authorization forms, within the existing regulations.
• Assure that BONDED KEYS, logged in and out during office hours, are duly recorded.
• Follows safety procedures and maintains a safe work environment.
• Other duties as required

Qualifications:

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• Strong proficiency in Microsoft Windows software.
• Intermediate proficiency in Excel software.
• Ability to prioritize work with minimum supervision.

Requirements:

• Must possess strong administrative background.
• Three to Five plus years of related work experience.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to lift up to 25 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours
• Driving when necessary.