AGCA
Located in St Petersburg, FL
Pay: $20.00/hr.
Job Full Description
Hours: Monday-Friday
Length of Assignment: Temporary- 3 months starting May 1st
Dress code: Business casual
The Administrative Assistant supports and assists general office activities and projects with administrative tasks. Provides customer service support. Under moderate supervision, work may involve contact with homeowners and board members.
Essential Duties and Responsibilities
• Update and file association documents for Community Managers. Arrange for delivery and pick up of documents from storage when necessary.
• Update homeowner and association information in C3 and shared files.
• Process and distribute incoming and outgoing mail for the office and Associations.
• Process print jobs, scanning and faxing as general office support when needed
Other Duties and Responsibilities
• Organizes and prepares correspondence relating to association business.
• Receives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests.
• Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.
• Prepares and assists community managers with monthly board packages and in-house mailings.
• Relieves concierge/reception on an as needed basis.
• Other duties as assigned.
Knowledge and Skills
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.
• Professional customer service skills.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
• Partner with multiple stakeholders, for example community managers, vendors, peers, clients.
• Ability to interpret verbal and/or written instructions at a proficient level.
• Ability to self-motivate, be proactive, detail oriented and successfully function as part of a team.
• Ability to keep workspaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.
• Ability to maintain confidentiality and discretion in the performance of all duties and responsibilities.
• Knowledge of company policies, procedures, and forms.
• Must be able to work effectively with others in person and in group setting
• Must be able to prioritize, manage time, and meet deadlines.
• Must be able to interpret verbal and/or written instructions at a proficient level.
• Must be able to communicate effectively and professionally on phone, email, and in-person.
• Must be able to operate general office equipment (copier, fax, phone systems, etc.).
ADMINISTRATIVE TASKS/RESPONSIBILITIES
• Customer Service (phone and email)
o Answers calls from homeowners and assist them within their abilities.
o Proper utilization of C3 Task feature to capture the who, what, where, when, how of the touchpoint and ensure proper status and closure
o Respond to and complete our Customer Service Transfer requests within Branch access (created by CSSC Customer Care Team)
• Processing & copying of correspondence for managers via mail, fax and email.
• Architectural or Sales/Lease application processing
1. Receipt of application letter
2. Return to owner if incomplete
3. Approval/Denial letters as determined by ACC
4. Forwarding to board or appropriate committees prior to their meeting based on their requirements
5. Adding Reimbursement in C3 if applicable
• Update Owner information in C3o When homeowners call check account to see if information is needed
o Input information from owner information forms received
• Paper and electronic filing as needed
o Organization of documents placed in hard files.
o Annual purging of files and insertion of new files each year.
o Organize electronic files on F drive into proper main folders and sub-folders for each community.
• Updating community forms and fact sheets as provided by managers.
• Rotating schedule to ensure front desk coverage.
• All copying and scanning as required by Community Manager or Office Manager.
• Assisting managers on production/distribution of board meeting packages
• Merge and mail Violations letters
o Assisting manager in gathering documents, pictures, reports, etc., for monthly Board/ committee meetings if applicable.
• Entering work orders and distributing them to vendors as directed by managers. Completing work orders as directed by managers on a monthly basis.
• Updating Community Archives with Insurance Summary. (send updated budgets, insurance summaries, FAQ etc. to Resale/Estoppel department)
• Updating Town Sq, replying and working requests.
• Regular and frequent communications with managers on association and board actions.
• Distribution processing of gate remotes, bar codes, prox cards, pool keys, parking passes, etc.
o Adding Reimbursable if applicable• Processing of clubhouse reservations
• Production of general correspondence/letters at manager’s direction.
• Pull settlement report and send welcome letters to homeowners
• Mailing year-end financial reports as requested by homeowners.
• Compiling manager’s book for new communities
• Distribution routing of inbound mail including on-site communities.
• Send out community mailings to homeowners (Annual’s, Budgets, Special Meetings, and daily routine mailings)
• Open and process daily mail. Save what is needed in f-drive and scan managers, submit invoices and bank statements.
•Enter C3 task to track checks and sending them as needed to Bank or Corporate with applicable paperwork.
• All other tasks and duties as may be assigned by the Administrative Assistants supervisor.
Education and Experience
• High School Diploma or GED Required
• At least one year of directly related or closely related experience
Ways to Apply:
· Call today to schedule a phone Interview 727-479-0679
· Apply online at www.expresspros.com/stpetersburgfl
· Resumes may be emailed to: jobs.stpetersburgfl@expresspros.com
· Stop by our office at 4326 Park Boulevard Suite E Pinellas Park FL 33781
About Express Employment Professionals:
Express can help you find the type of job that is a perfect fit for your needs and abilities, and you’ll never pay a fee for our services and support. Whether you’re looking for a full-time position, part-time work, or a more flexible schedule, Express can place you in a wide range of jobs that meet your employment goals including Administrative, Commercial, and Professional positions.
ASSOCIATE PROGRAMS AND BENEFITS Check with your local Express office about the availability of the following programs (not all programs are available in all locations):
· Holiday Pay (available only at certain locations)
· Health Insurance that meets Affordable Care Act standards
· Dental Insurance
· Vision Insurance
· Short Term Disability
· Life Insurance
· 401(k)
· Direct Deposit
· Referral Bonuses
· Vacation Pay (available only at certain locations)
· EAP (Employee Assistance Program)
Additional information about the programs offered at your location may be included in this handbook as separate material.
For a complete listing of all open positions, visit. www.expresspros.com/stpetersburgfl
Saint Petersburg, FL
3298
4326 Park Boulevard
Suite E
Pinellas Park, FL 33781
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