This position supports the licensed Community Association Manager with any delegated administrative, financial or operational tasks. The Assistant Property Manager is responsible for providing the Community Association Manager (aka Property Manager) support on the execution of the directives set by the board of directors and service to the residents of the community.
He or she performs all responsibilities while demonstrating outstanding customer service skills representative of a luxury lifestyle class A property as it relates to this function. This includes working inter departmentally, as well as, with our external customers.
Job Duties
- Assist in the daily operation of the management office and administrative duties following established Association procedures and guidelines.
- Ensure that the telephone is answered properly, and messages are handled courteously, accurately, and responded to in a timely manner.
- Ensure that all e-mails are responded to appropriately and in a timely manner.
- Ensure that all mail (i.e., FedEx, UPS, USPS) is picked up daily, in a timely manner.
- Processing all sale/lease applications.
- Perform administrative functions including but not limited to: record keeping, filing, mail collection and distribution, word processing, data entry, maintain and replenish office supplies and supply ordering for Maintenance and Housekeeping.
- Responsible for making sure Owner/Resident information is kept up to date as well as other association databases, prepare the owners directory book for distribution annually to owners.
- Processes print jobs, scanning and faxing as general office support when needed.
- Prepares and assists community manager with monthly board packages and meeting agenda notices and in-house mailings, notices budgets and annual mailings.
- Coordinate and track important dates and meetings, such as turnover, annual, and budget meetings.
- Provide and maintain maintenance requests (Work Orders).
- Prepare biweekly payroll for the staff and send it to Campbell payroll department for processing paychecks.
- Keep tracking of staff vacations, sick days, and holiday pay.
- Responsible for coding and entering all Invoices for the community.
- Daily bookkeeping (collect checks from owners’ payments, enter to credit into owner’s accounts and bank deposits through the bank scanner in the office.)
- Reconcile the bank accounts at the end of the month and send them to the Association controller to prepare the financials report prior to the monthly BOD meeting.
- Access control monitoring and assigning electronic keys.
- Assign, recording and tracking parking spaces and bicycle storage.
- Daily interaction and support for owners.
- Must maintain and update community website according to FL Statutes.
- Responsible for making sure that Architectural Modification Packets are processed for owners with all the vendors documents required.
- Monitoring Vendor License and Insurance Expiration.
- Special projects as instructed.
- Professional communication skills (phone, interpersonal, written, verbal, etc.).
- Professional customer service skills.
- Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.
- Must oversee front desk and security and schedule staff for site from time to time.
- Keeps track of activity logs and incident reports for the Community Association Manager’s review.
- Organize and prepare correspondence relating to Association business.
- Run delinquency reports and sends out delinquency notices, as applicable.
- Assists Community Association Manager with any special requests, i.e., administrative work, mailings, etc.
- Resolves and follows-up on all complaints/issues and reports to the Community Association Manager.
- Maintains a safe and secure environment throughout the building/property(s).
- Ensures all safety precautions and procedures are followed while performing duties.
- May be assigned other duties by the Community Association Manager.
- Solicit multiple bids when needed.
CAM RECOMMENDED BUT NO REQUIRED!
Full-Time Mon-Fri 8a-4p
Compensation: Up to $51K DOE
PLEASE DO NOT APPLY FOR THIS POSITION IF YOU LIVE MORE THAN 20 MINUTES FROM THE SE FORT LAUDERDALE AREA !!