Overview
Administrative Assistant II Jobs in Pensacola, FL at Specialized Education Services
The anticipated start date is mid/late July 2025.
Your role with the company:
The Administrative Assistant is responsible for assisting the Community Association Manager in maintaining all aspects of property operations, monitoring and leading the sales/lease process, assist in the training, motivation, and development of our on-site teams. You will be the key contact person for all resident requests providing unparalleled customer service at all times. You will also be involved in the financial aspects of the operations, including but not limited to entering resident charges and processing monthly assessments. The expectation is that, over time, under the tutelage of a Community Association Manager, the Administrative Assistant will be prepared for and eligible to be considered for additional roles in the near future.
Administrative Tasks & Support:
Review and become familiar with the Rules and Regulations.
Oversight of day-to-day operations of the office.
Coordinate and maintain office amenities and supplies.
Schedule and follow up on maintenance service requests.
Send out all correspondence to residents and meeting reminders for The Board.
Provide general administrative duties, including but not limited to all correspondence (phone, email, mail), filing systems, word processing, and technical/equipment support.
Serves as a liaison between the owners and the Board to foster a good relationship.
Handles all owner complaints expeditiously, diplomatically, and professionally following up promptly on all issues.
Reviews work-order records and communicate with the lead Engineer on work-order status in order to respond to tenant inquiries.
Track owner Chargebacks (damage to common areas, staff charges, elevator operator, pest control).
Building Operations:
Makes introductory calls to all future residents and assists with all aspects of move-ins for new residents.
Includes follow-up and acclimating new residents to building, services, and amenities
Provides administrative support with the resident website, resident website access and letters, monthly mailings, and other special projects as assigned by supervisory staff.
Ensure efficient and courteous response to all resident requests, inquiries, concerns, etc., including follow-up.
Provides resolution to resident problems and ongoing resident relations.
Handles all resident complaints expeditiously, diplomatically, and professionally
Prepares and processes appropriate written communications, i.e., memos, letters, insurance incident reports, etc.
Coordinate the filing of legal proceedings in accordance with local ordinances.
Special projects as assigned.
Qualifications:
Must be highly organized
Buildinglink experience preferred.
Excellent verbal and written communication skills.
Minimum of 3 years of operations experience or upscale customer service experience.
Community Association Manager (CAM) license preferred, not required.
Minimum of 3 years of Administrative/office management experience.
Available to work a set Monday – Friday. 9 AM- 5 PM work schedule.
Ability to demonstrate computer literacy using Microsoft Office software.
Ability to apply critical thinking
Job Type: Full-time
Pay: $48,000.00 – $52,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Health insurance
Life insurance
Paid time off
Professional development assistance
Vision insurance
Schedule:
8 hour shift
Day shift
Ability to Commute:
Chicago, IL 60657 (Required)
Work Location: In person
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Title: Administrative Assistant II
Company: Specialized Education Services
Location: Pensacola, FL
