Administrative Assistant - Salerno Condominium

Compensation Amount:

23.00 USD Hourly

Job Summary:

The Administrative Assistant is the first point of contact at the unit, and is responsible for the administrative tasks assigned to support the unit. Pay range is $23 - $26/hour based on experience.

Job Description:

ESSENTIAL FUNCTIONS

• Answer phones, emails, and other owner/guest requests in a polished & timely manner.
• Assist the General Manager with the preparation and distribution of all communications for Board Meetings, Committee Meetings, Elections, Annual Meetings, and Special Assessments, including notices, agendas, proxies, and ballots. Ensure timely posting of meeting notices on the community website according to statutory requirements.
• Coordinate and schedule Association and Committee Meetings with the General Manager.
• Handle general communications to residents as directed by the Board or General Manager, including general correspondence and administrative support.
• Record and code invoices into the Association Ledgers with appropriate entries and comments. Assist with financial research and tasks as requested by the General Manager or Accounting Dept.
• Maintain the Community Calendar as well as upload documents to the association website.
• Adhere to and promote GSI Hospitality Standards.
• Screen incoming calls and correspondence, and respond independently when possible.
• Prepare memorandums outlining and explaining administrative procedures and policies to staff and monitors compliance.
• Create and maintain database and spreadsheet files.
• Run all required weekly and monthly reports for analysis and distribution
• Act as an onsite Human Resources : maintaining and executing changes to employee files, recruiting, Workday oversight
• Take and transcribe dictation, and compose and prepare confidential correspondence, reports, and other complex documents.
• Maintain office equipment and supplies. 
• Maintain awareness of safety issues, and report them immediately to your manager. 
• Other duties and responsibilities as assigned by the General Manager.

SKILL AND KNOWLEDGE REQUIREMENTS INCLUDE

• High School Diploma or GED preferred or previous experience as an administrative assistant or related customer service position. 
• Prior experience in property management industry strongly preferred.
• Ability to calculate basic mathematical figures.
• Computer proficiency with the ability to utilize Microsoft Outlook, Excel, Teams.
• Great interpersonal skills required, with the ability to communicate effectively with a wide variety of people.

PHYSICAL AND MENTAL REQUIREMENTS

• Ability to sit at a desk for the entire work day.
• Reading and writing work-related documents in English.
• Speech recognition and clarity, including the ability to understand the speech of customers and co-workers and the ability to speak clearly so that you can be understood by customers and co-workers in English.
• Constantly communicates and receives verbal communication.
• Lifting, carrying, and pushing up to 15 lbs. occasionally, up to 30 lbs. seldom.
• Occasionally stoop, kneel, or crouch. 
• Use hands and arms to reach for, grasp, and manipulate objects.

EQUIPMENT USED

• Typical office equipment (computers, laptop, printer with scanning capabilities, copiers, among others).

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Founded in 1917, Guest Services has worked tirelessly to earn the reputation as the premier hospitality management company and National Park Service concessionaire in the United States. Guest Services takes great care and pride in providing best-in-class services across a wide variety of client sites including luxury communities, hotels, resorts, government and business dining facilities, full-service restaurants, state and national parks, outdoor recreation, boathouses, marinas, museums, conference centers, senior living communities, health care systems, school and university dining facilities, and specialty retail stores.

Guest Services, Inc. is an Equal Opportunity employer.  All qualified applicants will receive consideration for employment and promotion without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

OUR COMMITMENT TO DIVERSITY, EQUITY, &