Administrative Assistant

Seeking an Administrative Assistant for Luxury Condominium Association

 

Job Description

 

Under the direction of the General Manager, the Administrative Assistant oversees the daily operations of the Association. Monitors the safety and maintenance of the property and ensures that the property is in compliance with all applicable regulations. Recommends and coordinates improvements to the property as needed to ensure a safe, functional, and appealing space.

 

Sundays year-round, Monday-Friday + Sundays, 8:30am-4:30pm or 9:00am-5:00pm & No vacations in summer months

 

Job Requirements

 

• Excellent Communication & Organizational Skills
• Ability to function independently in a multitasking environment
• Excellent phone etiquette
• 3-5 years administrative experience for upper-level management in a fast-paced environment
• Strong written and verbal communication skills are necessary
• Superior skills using Microsoft Office; Outlook is required
• Ability to move 20 pounds
• Ability to communicate in English clearly with others both orally and in writing
• Work environment is an indoor office environment with 75% sitting, 10% standing and 15% walking
• Walk entire property regularly to monitor activities, interact with owners and identify operational conditions needing addressing
• Working with various reports and spreadsheets will necessitate strong mathematical and reasoning skills. Basic understanding of financial statements (Profit/Loss and Balance Sheet).

 

Duties Include But Are Not Limited To

 

General

 

• Resolve Resident complaints, problems, and requests
• Assist with emergency response and evacuations
• Fill in at the Front Desk for shift coverage as needed
• Fill in for the General Manager as needed
• Maintain owner, vendor, and employee files
• Coordinate processing and maintenance of owner and/or tenant paperwork for Emotional Support & Service Animals
• Inventory and order all office supplies
• Manage equipment orders for custodial/facilities
• Complete projects as assigned by the General Manager

 

Financial

 

• Prepare various monthly reports/analysis as requested
• Maintain debit card expenses for association
• Collect payment for owner miscellaneous purchases (parking, gate openers, work orders, etc.)
• Gather documentation for annual worker’s compensation audit

 

Social Media

 

• Prepares email “blasts” and newsletters to owners
• Coordinates Association activities/holiday parties
• Prepares paperwork and event orders for Party Room rental
• Maintain and update website on a regular basis

 

Unit Sales and Seasonal Leases

 

• Works with realtors, owners, tenants, and title companies to obtain all fees and necessary documents for sales and seasonal leases
• Coordinates with Taylor Management on resale paperwork/updating owner files
• Maintain and distribute sale/lease paperwork in digital format
• Regularly update Condo-Certs for mortgage questionnaires

 

Seasonal Documents and Items for Summer

 

• City of Margate required permits and fees to open pool
• Seasonal parking tags, pool wristbands, and bicycle stickers
• Summer underbuilding parking lottery
• Owner information sheets and amenity waivers
• Bicycle storage lease renewals
• Source and assist in hiring seasonal staffing

 

Board Meetings and Annual Elections

 

• Attend monthly and annual Board meetings via Zoom webinar and/or in-person
• Provide reports as needed/under GM direction
• Gather owner questions for membership portions of meetings
• Document meeting minutes for approval
• Organize room arrangement during preparations for a Board meeting and supply refreshments

 

Computers and Technology

 

• Proficient in Microsoft Office (Excel, PowerPoint, Outlook, Word)
• Ability to learn and become proficient in site specific computer programs (Tops, NABR Network, AVID Xchange, Constant Contact, Wufoo) and other programs as required
• Host and schedule remote meetings via Zoom Meetings/Skype

 

Taylor Management company professionally manages over 300 communities throughout New Jersey and Pennsylvania. We are looking for talented and seasoned property management professionals to join us as we manage the communities we serve in the tri-state area.