Overview
Executive Administrative Assistant (Luxury Condominium) Jobs in Miami, FL at Associa
Full Job Description
With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.
Job Description
Bilingual English & Spanish
Starting Rate, depending on experience is $31.25 per hour.
The Executive Administrative Assistant handles tasks outlined herein in order to assist Community Association Managers (CAM) with daily property operations. Administrative Assistants are to establish and maintain a professional, service oriented relationship with the Association Managers, other assistants and employees, clients, homeowners, vendors, and service providers. This position involves daily contact with homeowners and board members and requires an individual that is well-spoken, customer service-oriented, and can multi-task at a quick pace.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
A/P: Sort and Code invoices: present invoices to General Manager for approval then scan and send all coded invoices for POA 1 to Strongroom for approval and processing.
A/R: Process any maintenance and miscellaneous payments which come into the office, by scanning and sending copies to MARQUIS corporate Accounting Department. Process, code, copy and schedule bank courier for pickup of POA I batched checks.
A/R: Collection efforts in accordance with the Association’s policies on Delinquent Accounts, which includes contact with owners, review with General Manager and contact with Association Attorney as necessary.
A/P and A/R: Process Payables for the Master Common Account by coding and issuing checks for signature by the Board of Governors. Receivables are coded, scanned and sent to MARQUIS accounting for processing.
Process new vendors into the accounting system. Must obtain W9 and Certificate of Insurance. Once in the system, process the payment for POA I and/or the Common.
Work with title companies, realtors, for any questions or assistance they need in relation to a lease or sale, which includes obtaining an Estoppel letter, answering condo questionnaire, affidavits, etc.
Process new Owner and Lessee Applications; facilitate background checks, Orientation Interviews, Welcome Packets and issue Certificate of Approvals.
Customer service: Answer phones, take messages, make follow up calls, email correspondence.
Answering calls that come in for the General Manager, filter and assign calls. Assist the callers. Attending to the residents’ needs who come to the office for assistance or call in for assistance.
Creates files and maintains owner files and vendor files.
PROCESS WORK ORDERS/SERVICE REQUESTS: Follow up contact owners if needed.
Take resident requests, liase with Hotel and provide rates.
Confirm the New Owner/Lessee Forms are completed by the resident. Forms include Resident Information, Vehicle Registration, Voting Certification, Authorization to Receive Packages, Entry fobs and Pest Control Authorization, Auto pay enrollment.
Notifying Association staff of any new Owners/Lessees who have moved in.
Maintaining “resident information” with Marquis and in BuildingLink current.
Oversee and manage delinquencies and the collection process on a daily basis.
Organize …
Title: Executive Administrative Assistant (Luxury Condominium)
Company: Associa
Location: Miami, FL
Category:
