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:

1. Maintain up to date contact, and other information, in the After-Hours section.
2. Prepare/send/track violation letters & architectural applications, in a timely manner, generally within 48 hours.
3. Input/track maintenance requests submitted by owners; include photos of the area(s) when applicable.
4. Upload/create Notices, Minutes and other documents as required.
5. Upload all Sales & Lease applications.

• Homewise Docs: Upload Assn. Documents, Insurance summaries, meeting minutes, budgets, etc.

• Cinc Systems:

1. Change Mailing Addresses, Phone Numbers, other contact information.
2. Print Mailing Labels for Mailings.
3. 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

4. Must be able to work under pressure, meet deadlines, while providing exemplary customer service.
5. 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.
6. Maintain regular, punctual attendance consistent with RPM policies & practices.
7. Lift and carry up to 20 pounds.
8. Must have oral and written comprehension and expression along with speech clarity and recognition.
9. Ability to effectively use computers, telephones, and computer systems.