What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at Seacrest Southwest?
: Administrative Assistant
REPORTS TO: Property Manager
SUMMARY: The Administrative Assistant is responsible for supporting managers, employees, and residents by performing a variety of administrative and clerical tasks. This role ensures the efficient and smooth day-to-day operation of the office through effective communication, organization, and time management. The Administrative Assistant reports to the Office Manager for duties and performance reviews.
PART TIME POSITION -20 HOURS PER WEEK
Essential Functions
Experience and Education
ADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990
Disclaimer: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason
REPORTS TO: Property Manager
SUMMARY: The Administrative Assistant is responsible for supporting managers, employees, and residents by performing a variety of administrative and clerical tasks. This role ensures the efficient and smooth day-to-day operation of the office through effective communication, organization, and time management. The Administrative Assistant reports to the Office Manager for duties and performance reviews.
PART TIME POSITION -20 HOURS PER WEEK
Essential Functions
- Handle daily correspondence including inter-office communication and external contacts (e.g., title companies, mortgage companies, owners, renters).
- Write and distribute emails, memos, letters, faxes, and forms.
- Prepare and process all outgoing mail daily, including copying, stuffing e
- Set up and regulate staff voicemails; monitor manager voicemails as needed.
- Assist in preparing regularly scheduled correspondence and reports.
- Create and distribute community-wide notices including meeting announcements, Board of Directors agendas, and newsletters.
- Process community violations (batch and individual).
- Handle state filing fees and documentation.
- Record and maintain minutes for annual and budget meetings.
- Process sales and rental applications.
- Prepare estoppels and questionnaires.
- Assist with special assessments.
- Monitor, maintain, and replenish office supplies.
- Maintain databases for association members and lease records.
- Process sign-ups and payments for the activities department.
- Prepare deposit paperwork for office and activities accounts.
- Copy, mail, and maintain chronological files for each manager.
- Type budgets and update association directories and Board of Directors contact books.
- Perform miscellaneous typing and proofreading for office staff and managers.
- Liaise with staff and management to meet deadlines for notices, filings, minutes, and other documents.
- Assist other departments with overflow tasks to meet deadlines.
Experience and Education
- Three (3) years of verifiable experience in accounts payable or related financial role.
- High School Diploma or Equivalent Preferred.
- Experience in property management or similar industry is a plus
- Excellent written and verbal communication skills.
- Strong organizational and time management skills.
- Attention to detail and problem-solving abilities.
- Ability to multitask and prioritize work effectively.
- Ability to work independently and collaboratively.
- Ability to maintain confidentiality and professionalism.
- Ability to lift up to 10 lbs.
- Extensive use of fingers for typing and visual use of the computer monitor.
- Work in an upright standing or sitting position for long periods of time.
- Ability to perform the physical nature of the tasks listed above.
- Exposure to office equipment and supplies
- Day-to-day public contact.
- Frequently work at a fast pace, with constant interruptions.
ADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990
Disclaimer: This is not an all-inclusive job description. In addition, management has the right to change any portion of this job description at any time and for any reason