Front Desk Administrative Assistant

COMPANY OVERVIEW: Together We Soar!

Vesta Property Services has been in the industry for more than 25 years and holds over 800 community management contracts while serving the amenity needs of Florida's most prestigious communities! We are proud to employ over 1,000 associates and have been rated as one of Florida’s Top Workplaces.

Our Vesta associates are our most valuable resource. We hire people we trust and give them autonomy to do their best work. We also support professional development with training, coaching and regular feedback. We have a highly collaborative culture supported by our EAGLE PRIDE values!

JOB SUMMARY: Your Flight Plan!

The Administrative Assistant facilitates the efficient operation of the assigned department or facility by performing a variety of clerical and administrative tasks. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. 

RESPONSIBILITIES AND DUTIES: Ready to Fly!

• Greets and assist residents, guests, vendors, and prospective residents.
• Maintains a visible, welcoming presence throughout the facility.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.  
• Ensure timely resolution of concerns and conflicts to maintain a positive work environment; actively engage in resolving issues or conflicts with residents/guests
• Maintains work area and near by areas within the facility organized, neat  and clean. 
• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary.
• Responds to regularly occurring requests for information from guests/residents.
• Facilitate architectural  modification applications and approval notifications.  
• Answers phones and takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other departments to cover phones.
• Works independently and within a team on special nonrecurring and ongoing projects. 
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• This position has no supervisory responsibilities.

REQUIRED EXPERIENCE AND QUALIFICATIONS: The Wingspan Needed!

• High school diploma.
• Prior administrative experience.
• Occasional travel may be required

PHYSICAL DEMANDS AND WORK ENVIRONMENT: