Administrative Assistant

We are offering a contract for a permanent position as an Administrative Assistant in Aventura, Florida. The function of this role is to support our team in a condominium setting, assisting in administrative, financial, and operational tasks.

Responsibilities:

• Handle and route incoming calls via a multi-line phone system while delivering messages to the team.
• Distribute incoming mail across the office.
• Assist the Building Manager with assigned tasks, including administrative work and mailings.
• Review and process invoices, ensuring all necessary documentation is present and approved.
• Monitor and maintain staff schedules and timesheets for payroll.
• Implement and manage a record filing system to enhance document organization.
• Record and maintain activity logs and incident reports for the Community Association Manager’s review.
• Assist in the creation of reports for monthly board packages and attend board meetings to take minutes.
• Reconcile vendor accounts and invoices.
• Coordinate with the maintenance team to manage the work order system.
• Prepare rental and purchase packages as needed.
• Address and resolve complaints or issues and report them to the Building Manager.
• Manage office supplies, restocking as necessary, and place orders to maintain adequate stock levels.
• Undertake any other duties as assigned by the Building Manager. • Ability to efficiently manage an answering multi-line phone system
• Proficient in Microsoft Excel, including the use of formulas, pivot tables, and data visualization tools
• Experience in property management, including tenant relations, lease coordination, and building maintenance tasks