Onsite Administrative Assistant

Core Values

Adhere to the core values of Resource Property Management: Honesty, integrity, respect and courtesy are the cornerstones by which our company functions. We value all clients and strive to provide professional and efficient management services.

Essential Duties And Responsibilities

• Provide excellent customer service to board members, owners/residents courteously, timely and efficiently.
• Return all calls and emails within 24 hours.
• Ability to organize multiple work assignments and establish priorities.
• Resolve problems to ensure customer satisfaction or function as “gatekeeper” and route calls to appropriate party at RPM if unable to resolve the issue.
• Report emergencies to Association Manager or RPM Executive Team Member immediately.
• Check Onsite Manager’s (if applicable) phone messages when out of the office. Ensure Mgr. sets email autoresponder.
• Utilize Vantaca for management of the community. Includes updating After Hours section, processing violation letters, and other correspondence timely, generally within 48 hours.
• Upload documents to Vantaca (meeting minutes, etc.) and Homewise in a timely manner.
• Scan/email all invoices (in black & white) to the A/P department by the 1st day of the check run.
• Assist Manager with timely preparation of board and meeting packets.
• Send or upload monthly financial reports to the board within 24 hours of receipt.
• Track annual report filings, elevator certs, pool permits, etc.
• Process sales and lease applications, schedule orientations, etc.
• Vantaca - includes, but is not limited to the following:
• Maintain up to date contact, and other information, in the After-Hours section.
• Prepare/send/track violation letters & architectural applications, in a timely manner, generally within 48 hours.
• Input/track maintenance requests submitted by owners; include photos of the area(s) when applicable.
• Upload/create Notices, Minutes and other documents as required.
• Upload all Sales & Lease applications.
• Homewise Docs: Upload Assn. Documents, Insurance summaries, meeting minutes, budgets, etc.
• Cinc Systems:
• Change Mailing Addresses, Phone Numbers, other contact information.
• Print Mailing Labels for Mailings.
• Print Owner Coupons as needed.
• Prepare and oversee Association mail-outs (done in Seminole office).
• Handle correspondence, telephone contacts, and incoming mail, including confidential materials, in a professional and expedient manner.
• File association records; (purging of files done annually by Secretary of the Board); must have board approval to destroy any Association documents.
• Prepare/update RPM’s Hurricane/Emergency Preparedness manual for the CAM’s review & distribution to the community annually.
• Contact vendors as needed to make necessary repairs as per CAM’s direction.
• Order supplies as needed.
• Report payroll to RPM HR Department timely 2x per month as scheduled.
• Keep the manager informed of all issues.
• Post meeting notices (typically done by Board Secretary).
• Take meeting minutes if requested.
• Special projects or other duties that may arise from time to time.
  
  

Competencies:

• Strong verbal and written communication skills
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
• Proficiency with spreadsheets, word processing databases and communications software programs (MS Office — Word, Excel and Outlook). Must be advanced in Excel!!
• Customer/Client focus
• Conflict Resolution
• Attention to detail/Strong Organizational skills
• Dependable/Flexible
• Analytical thinking (for problem solving)
  
  

Working conditions and Physical requirements

• Must be able to work under pressure, meet deadlines, while providing exemplary customer service.
• Ability to perform the essential job functions safely and successfully with RPM’s internal procedures and policies as well as all related employee handbooks and training/safety manuals.
• Maintain regular, punctual attendance consistent with RPM policies & practices.
• Lift and carry up to 20 pounds.
• Must have oral and written comprehension and expression along with speech clarity and recognition.
• Ability to effectively use computers, telephones, and computer systems.
  
  

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