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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