Bilingual Administrative Assistant

Description

About us

Do you have a passion for helping others?

If you’re one of the best administrative professionals in the industry with a friendly, customer-focused personality, then we want you to work with our terrific team! 

What we need: An awesome full-time preferred bilingual administrative assistant to support our CAM in the West Orlando area.

What you’ll get: A supportive, fun company culture where you get to make a difference. After all, you help make communities great, and you help people love where they live! Plus, we offer some crazy good benefits, including a generous PTO plan and an innovative vacation reimbursement program! (Yes, you get cash for going on vacation!) Love where you work!

POSITION SUMMARY

The Administrative Assistant is responsible for providing clerical and administrative support to the General Manager. The Administrative Assistant is the liaison to the General Manager and residents primarily, but will also occasionally interact with vendors, board members, and committee members, as well as onsite staff and staff within the corporate office. 

POSITION FUNCTIONS:

• Field and respond promptly to most resident/homeowner inquiries via phone, e-mail, work order, letter, and/or in person.
• Interact with vendors and assist with addressing emergency requests as necessary.
• Assist in preparing agendas, updating management reports, and compiling documents and copies for Board meeting packages.
• Prepare newsletters, flyers, and other various documents to inform residents of maintenance services or projects, activities,      meetings, etc.
• Assist in preparing annual disclosure packages, annual meeting notifications, and annual financial statement packages for all residents/homeowners and arrange bulk mailing of same within the time frames set by state statute or governing documents.
• Assist the Association Manager in monitoring corporate      and client delinquency rates and collections process for account      portfolio.
• Maintain property files and unit files.
• Assist the Association Manager with processing new resident/homeowners’ welcome packets, if applicable.
• Assist the Association Manager with issuing key fobs, and pool passes, and processing access keys.
• Assist Association Manager application processing and perform on-site community inspections as necessary.
• Assist the Association Manager with proposal requests, repair quotes, and insurance notification lists.
• Assist the Association Manager in preparing homeowner CC&R violation letters and communicate the results of hearings to residents/homeowners within the time frames set by state statutes or governing documents as needed.
• Assist homeowners with Front Steps corporate programs (website, portals, etc.) following the General Manager's direction, client enrollment, and local office protocol.
• Participate in Front Steps training.
• While the list above is an extensive list of job responsibilities, it is expected that the individual in this position is hands-on and flexible in performing, assisting, and/or supervising any necessary task that is requested by our client and/or the management agent.
• Other duties as assigned.

Requirements

QUALIFICATIONS AND REQUIREMENTS

• Bilingual in Spanish Required
• Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) proficiently.
• Knowledge of communities/property/real estate and homeowners associations.
• Knowledge of the role of the association board, and the Community Association Manager, and how those roles interface with the requests of resident homeowners.
• Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.)
• Knowledge of conflict resolution techniques at a proficient level.
• Professional communication skills (phone, interpersonal, written, verbal, etc.).
• Professional customer service skills.
• Self-motivated, proactive, detail-oriented, and a team player

WORKING CONDITIONS AND PHYSICAL DEMANDS

Works on-site within the community 50-75% of the time. Must be able to stand for extended periods, sit; walk; use hands and fingers to feel and handle; reach with arms and hands; talk, hear, stoop, kneel and crouch; lift weight or exert force of up to 30lbs. Must have the ability and be willing to work occasional nights or weekend days for job / community related functions.