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Administrative Assistant (Part-time)

Carter Hospitality Group

Administrative Assistant (Part-time)

Ruskin, FL
Part Time
Paid
  • Responsibilities

    JOB DESCRIPTION:

    Handles all administrative duties required by the property management association, including but not limited to answering phones, responding to messages, replying to emails, communicating with owners, and attending meetings.

    ESSENTIAL DUTIES:

    Schedules and prioritizes work load to meet deadlines of managers

    Act as back up for property manager with owners

    Types and distributes correspondence, as requested

    o Ensures that all correspondence is 100% accurate

    Maintains account files and ensures that all information is included in file

    Checks voicemail for property management line as well as e-mail boxes, as needed

    Ensures that managers receive messages in a timely manner.

    Maintain close communication with the Property Association Manager

    Follow up with owners in a timely and professional manner

    Coordinate with internal operations departments, when needed

    Gathers materials and mails packages to owners, as necessary

    Processes outgoing mail

    Takes minutes at association meetings, as directed

    Assists Accounting with processing Monthly Payments and following up on past due assessments

    Assist with Property Walks as Required

    Liaise with vendors leading up to, during and following projects

    Liaise with the maintenance team regarding work orders and projects

    Adheres to safety, security and emergency procedures, reacts appropriately during emergency situations and acts promptly to correct hazards

    Assists other managers, as needed

    Performs other duties as assigned

    MINIMUM REQUIREMENTS:

    The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Previous administrative assistant experience preferred

    Previous bookkeeping or accounting experience preferred

    Previous Hospitality/Hotel experience preferred

    Knowledge of Community HOA & COA Associations preferred

    Must be able to pass pre-employment testing (i.e. drug test, background check, etc.)

    Must have full availability and be able to work days, evenings, nights, weekends, and holidays

    KNOWLEDGE / SKILLS / ABILITIES:

    Ability to read, write and speak English (multi-lingual a plus)

    Ability to understand, follow and give written and oral instructions

    Ability to communicate orally or in written format effectively with management as well as internal and external customers

    Ability to deal with stressful conflicts involving groups of people, individuals, and co-workers

    Ability to work with large groups of people, and age groups

    Ability to plan, organize and conduct a wide variety of activities

    Ability to work harmoniously with fellow employees and guests

    Ability to work outdoors, including intense or inclement weather conditions

    Ability to (>8 hours) sit and use a computer for extended periods of time, including reaching and grasping repeatedly

    Ability to (<2 hours per day) walk, stand, stoop, kneel, run, climb, reach overhead and bending

    Ability to (<2 hours per day) lift up to 30 pounds of weight to chest height