Administrative Assistant/ Receptionist
About us
Jilsa Management is an experienced and established family – owned enterprise providing HOA/Condominium association management services to our communities in South Florida.
This entry level position 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 association; May assist with budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties. This is a part- time job position Monday through Friday.
POSITION RESPONSIBILITIES:
· Coordinates collection and preparation of operating reports, such as time-and-attendance records.
· Ensures that the telephone is answered properly and messages are handled courteously, accurately and in a timely manner.
· Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis. Generates and provides this information to the Property Manager, Board of Directors and valet desk if applicable.
· Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
· Prepares move-in packages for re-sale and leases. Creates files, compiles and coordinates all necessary information and documentation for new owners/leases.
· Sets up meetings for Board Approval process.
· Keeps packages updated with new memos and policies as required.
· Prepares any resident information packages that require Board approval, (i., e., Architectural Modification, Purchase applications).
· Coordinates receipt of closing statement or warranty deed to put in the file and to change name and address for maintenance coupons.
· As applicable, disburses parking decals, keep log of sales.
· Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
· Follows safety procedures and maintains
OPERATING SKILLS, KNOWLEDGE & ABILITIES:
Education/Training:
· Associates degree with concentration in business preferred, or equivalent combination of education and experience.
Experience/Knowledge/Abilities:
· Must possess strong administrative background.
· One (2) to Three (3) 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.
Computer Literacy:
· Intermediate proficiency in Microsoft Windows software.
· Ability to prioritize work with minimum supervision.
Special Requirements:
· 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.
· Driving when necessary to support management staff.
Job Type: Part-time
Pay: $17.00 - $19.13 per hour
Expected hours: 20 – 30 per week
Benefits:
- Life insurance
- Paid time off
- Professional development assistance
Schedule:
Education:
Experience:
- Administrative: 1 year (Preferred)
- HOA / Condo: 1 year (Preferred)
Language:
License/Certification:
- Driver's License (Required)
Shift availability:
Willingness to travel:
Work Location: Multiple locations