Executive Administrative Assistant (Luxury Condominium)

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• A/P: Sort and Code invoices: present invoices to General Manager for approval then scan and send all coded invoices for POA 1 to Strongroom for approval and processing.
• A/R: Process any maintenance and miscellaneous payments which come into the office, by scanning and sending copies to MARQUIS corporate Accounting Department. Process, code, copy and schedule bank courier for pickup of POA I batched checks.
• A/R: Collection efforts in accordance with the Association's policies on Delinquent Accounts, which includes contact with owners, review with General Manager and contact with Association Attorney as necessary.
• A/P and A/R: Process Payables for the Master Common Account by coding and issuing checks for signature by the Board of Governors. Receivables are coded, scanned and sent to MARQUIS accounting for processing.
• Process new vendors into the accounting system. Must obtain W9 and Certificate of Insurance. Once in the system, process the payment for POA I and/or the Common.
• Work with title companies, realtors, for any questions or assistance they need in relation to a lease or sale, which includes obtaining an Estoppel letter, answering condo questionnaire, affidavits, etc.
• Process new Owner and Lessee Applications; facilitate background checks, Orientation Interviews, Welcome Packets and issue Certificate of Approvals.
• Customer service: Answer phones, take messages, make follow up calls, email correspondence.
• Answering calls that come in for the General Manager, filter and assign calls. Assist the callers. Attending to the residents' needs who come to the office for assistance or call in for assistance.
• Creates files and maintains owner files and vendor files.
• PROCESS WORK ORDERS/SERVICE REQUESTS: Follow up contact owners if needed.
• Take resident requests, liase with Hotel and provide rates.
• Confirm the New Owner/Lessee Forms are completed by the resident. Forms include Resident Information, Vehicle Registration, Voting Certification, Authorization to Receive Packages, Entry fobs and Pest Control Authorization, Auto pay enrollment.
• Notifying Association staff of any new Owners/Lessees who have moved in.
• Maintaining "resident information" with Marquis and in BuildingLink current.
• Oversee and manage delinquencies and the collection process on a daily basis.
• Organize the filing system, by unit #, file documentation within the files as necessary.
• Organize vendor files and keep vendor contract files current.
• Keep vendor insurance certificates and license information current for payment purposes.
• Distribute insurance certificates upon request.
• Facilitate parking decals, transponders, and fobs.
• Keep required binders of information in office current. Binders include Voting Certificates, Deeds, Title of Ownership and mailing addresses.
• Interface with MARQUIS departments, whether it be operations or accounting or building service to provide and receive instructions as needed.
• Provide requested or required work product or documents on a timely basis as requested by the General Manager, vendors or the corporate office.
• Works to have a Maximum 24-hour (or 1 day) turnaround time when something is requested of administrative staff when reasonably accessible.
• Monthly invoices must be received on time by Corporate Accounting for Financials processing.
• utilize recurring invoice reports
• follow up with vendors if invoice(s) are not received
• Pay utilities invoices on time; make sure invoice is received in advance; register online and get paperless statement if necessary, set up in auto pay as needed.
• Make sure Loans and Insurances are paid on time.
• Follow up on due date, online payments or over the phone payments.
• Provide MARQUIS Accounting with Election Meeting Minutes, Amendments, Bank Signature cards, Tax Returns, and Year end financials.
• Additional tasks may be added or requested from time to time OR may be removed, amended or requested by the Board of Directors, a Director, Supervisor, MARQUIS corporate team member.
• Assists staff as needed.
• Assists with RFQ, bids collection and analysis, contracts negotiation for saving purposes.

QUALIFICATIONS:

• Administration experience at a Condominium property with at least 3 years in luxury High Rise Condo management.
• Community Association Manager (CAM) licensed issued by the State of Florida Department of Business and Professional Regulation (Preferred but not required).
• Experience includes managing others, assigning work schedules, preparing work orders, work orders collections, problem solver, strong management skills, leadership and able to work under pressure, able to work longer period of times to meet goals/deadlines, fast and extremely organized.
• Have a strong understanding of Florida Condominium Management Laws and Regulations.
• Strong Customer Service Management. Background should include experience in an environment that practices strong hospitality standards and procedures.
• State of Florida Notary Public desired.
• Bachelor's in Business Administration desired or strong Accounting skills experience proven.

COMPUTER SKILLS:

• Microsoft Office: word, excel, power point, outlook.
• Company selected accounting software systems (Experience with Jenark, Citrix, Avid (Strongroom).
• Company-issued internet browser and e-mail programs (experienced with Outlook and BuildingLink desired).