Executive Assistant to the Community Association Manager

$47,000 - $55,000/Yr

Greenacre Properties - Saint Pete Beach, FL

Full-time - Entry Level

Saint Pete Beach, FL

Real Estate

About the position

The Executive Assistant to the Community Association Manager (CAM) plays a crucial role in supporting the CAM by managing administrative tasks, facilitating communication with various stakeholders, and ensuring exceptional customer service. This position requires strong organizational skills, the ability to multitask, and a proactive approach to problem-solving in a fast-paced environment.

Responsibilities

• Support the CAM with moving community projects forward and obtaining/analyzing bids as required.
• Manage incoming work orders from inception through completion; provide reporting.
• Ensure all incoming phone calls are answered and greet office visitors with exceptional customer service.
• Distribute welcome packages and rules to new owners and long-term renters.
• Coordinate move-ins, elevator pads, and coordinate damage inspection and return of deposit funds.
• Manage set-up for board and committee meetings and community or private events, including sound system, security, cleaning, signs, Zoom set-up.
• Manage incoming correspondence; route and track accordingly.
• Keep CAM apprised of membership changes and community updates.
• Issue and collect payment for parking decals, building fobs, and update the appropriate system.
• Maintain the YTC calendar.
• Ensure posting of meeting notices in compliance with statute.
• Compose and type correspondence whenever needed.
• Collaborate with CAM to complete and distribute BOD meeting packets.
• Accurately compile and process mailings to unit owners in compliance with statute.
• Manage receipt, tracking and retention of proxy votes for ballots as necessary and in compliance with statute.
• Administer voting certificates.
• Maintain up-to-date communication records, rosters, lists, and logs.
• Manage an efficient electronic filing system for community records, including condo documents, contracts and meeting recordings.
• Accurately code invoices for forwarding to the Manager.
• Maintain inventory of office supplies and act as custodian of petty cash funds; log cash transactions.
• Reconcile Visa statements.
• Maintain and update the Dwelling Live and Vantaca systems; support owners with tech issues.

Requirements

• Proficient computer skills with Microsoft Office and other required software packages.
• Energetic team player with a presentable appearance.
• Tactful with excellent time management skills.
• Ability to thrive in a stressful work environment.
• Strong organizational skills and ability to produce accurate work products.
• Strong customer service skills and ethics.
• Excellent communication skills.

Nice-to-haves

• Associate's degree with a concentration in business preferred, or equivalent combination of education and Executive Assistant or similar experience.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance