Administrative Assistant

Firstservice Residential Destin , FL 32540

Posted 6 days ago

Do you aim high? Are you genuinely helpful?

Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America's foremost property management firm. We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves.

Is that you? If so, we think you should get to know us.

Job Summary

Performs a wide variety of administrative and staff support services directly related to property

management and the general business operations of the association, coordinates with internal support staff, may assist with minute preparation, mailings, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

Essential Duties & Responsibilities
1.Assist in the daily operation of all your assigned association's to include administrative and secretarial duties following established Company procedures and guidelines. To the extent that a community specific need/situation arises that may not be applicable to an established procedure/guidelines, the Administrative Assistant should identify and bring to the attention of your immediate supervisor, with any suggestions, as applicable.
2.When answering a call take the time to verify and update customer profiles. Messages are to be handled courteously, accurately and in a timely manner.
3.Open, date stamp and distribute mail daily. Returned mail should be processed weekly.
4.Attend meetings and prepare meeting minutes within a timely manner.
5.Prepare any mailings for review by manager and regional director. Process mailing once approved.
6.If requested process vendor invoices daily by writing the entity number on each invoice, scanning and e-mailing the invoice(s) to the manager. Each invoice needs to be scanned as a separate file.
7.Assist and coordinate work orders for properties as directed by Community Association Manager.

Create work orders from the Call Center when customers call administrative assistants directly.
8.Maintain and update various record logs as applicable, in Connect including but not limited to: sale and lease application, Architectural Modification Forms, key log, and access information log, gate keys/transponders, parking tags, etc.
9.Maintain, update and coordinate resident information in Connect.
10. Conduct research on various topics, and prepare any range of presentations, routine correspondence, departmental communications, periodic reports and analyses and other documents as necessary. Ensure accuracy of communications.
11. May provide additional administrative support as directed, including photocopy and fax documents and check and route voicemail when requested by the manager.
12. Front desk coverage as needed for the Perdido Key office.
13. When requested by the manager, review open calls from the call center in Connect and close the same.
14. Coordinate receipt of closing statement or warranty deed by entering the new owner information and uploading the documents into Connect and forward to Accounts Receivable for processing.
15. Maintain inventory of common areas keys, transmitters and key fobs for residents and re-order as

needed following established procedures.
16. Responsible for all filing as it relates to owner accounts. Managers are responsible for all filing that is not related to an owner account.
17. Upload Minutes, Safety Meeting Minutes, Management Reports and all other pertinent documentation requested by the Community Manager in Connect.
18. Assist residents in general.
19. Assist in identifying potential billing needs in relation to Schedule II of the management contract.
20. Assist with uniform inventory and ensuring policy is upheld.
21. Ensure office supplies are kept at pars and ordered as needed.
22. Comply with all deadlines given.
23. Other duties as assigned.

Additional Duties & Responsibilities
1.Conduct business at all times with the highest standards of personal, professional and ethical conduct.
2.Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
3.May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
4.Ensure all safety precautions are followed while performing the work.
5.Follow all policies and Standard Operating Procedures as instructed by Management.
6.Perform any range of special projects, tasks and other related duties as assigned as requested by the manager.

Prior approval is required by the Operations Manager before starting a special project or task

Supervisory Responsibility

No supervisory responsibilities.

Education & Experience

Associate's Degree in Business or related field from an accredited college or university, and two to three years of administrative experience; or equivalent combination of education and related experience.

Knowledge, Skills & Proficiencies

  • Excellent customer service skills.

  • Excellent verbal and written communication skills.

  • Detail oriented and strong organizational and multi-tasking skills.

  • Critical thinking, problem solving, judgment and decision making abilities.

  • Ability to work with sensitive or confidential information.

  • Ability to work in a team environment as well as independently and be self-driven

  • Ability to meet deadlines and work well under pressure.

  • Strong administrative background.

  • Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point and Outlook. Proficiency researching the Internet.

  • Must have knowledge of phone systems.

Tools & Equipment Used

Computer and peripherals, standard and customized software applications and tools, and usual office equipment.

Physical Requirements/Working Environment

This position works under usual office conditions. The employee is required to work at a personal

computer as well as be on the phone for extended periods of time. Must be able to stand, sit and walk, and lift up to 30 lbs. The incumbent must be able to work extended and flexible hours and weekends as needed.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Work involves no or minimal travel.


The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Administrative Coordinator Destin FL

Brookdale Senior Living

Posted 3 days ago

VIEW JOBS 3/18/2019 12:00:00 AM 2019-06-16T00:00 Overview Every day is an opportunity for our associates to deeply connect with people in a profound and personal way. Our associates are the core of our mission and we know that offering them genuine rewards and heart filling job satisfaction is the key to our success as a company. Here you'll find opportunities to grow your career at any level whether you have direct contact with resident or support someone who does, and be inspired personally. With over 60,000 associates, there's a place for you to make a difference in lives of the families we serve throughout our continuum of care. Responsibilities This role coordinates and communicates all activities within the home health agency related to Centralized Services. The role is responsible for tracking referrals within the Centralized Service workflow including Intake and Document management, communicating all aspects of the workflow status with appropriate Home Health Agency staff and promoting an ongoing culture of collaboration and efficiency throughout the referral process. This associate will be proficient in Electronic Management Systems including but not limited to electronic referral platforms, Physician Portals, Forcura and HCHB. This role will promote strong communication in support of both Operational and Sales functions within the Agency. This role also support scheduling and other office functions as assigned. Coordinates communication of agency referrals to appropriate associates of the agency.Communicates with Central Services to address needs at the agency regarding referral management.Responsible for reviewing and directing Forcura documentation platform, together with other EMR information to the correct associate in the agency and in collaboration with Centralized Services.Serves as a coordinator between Centralized Services and the Agency.Facilitates compliance in the electronic medical record for notices provided to the patient or responsible party (e.g. Notices of Medicare Non-Coverage, DPOA documentation) in a timely manner.Tracks documentation management activities that are managed by the agency.Assures compliance with, and facilitates completion of, service agreements from patient(s) and/or power of attorney(s) receiving services from the agency.Keeps the Clinical Service Manager informed on aspects within the care team specific to documentation and referral management.Keeps the sales team informed on referral management.Prepares reports for scheduling tracking and participates in agency meetings to ensure patient and associate scheduling needs are met.Maintains positive relationships and rapport with co-workers, associates, patients/family members and community personnel.Adheres to communication and accountability guidelines established by local and regional administration.Maintains a safe and clean work area and adheres to agency safety standards.Adheres to established confidentiality standards as required by Brookdale and HIPAA concerning community and patient information.Assists with coordination of scheduling for timely initiation of careProvides support with scheduling as neededPerforms other duties as assigned This job description represents an overview of the responsibilities for the above referenced position. It is not intended to represent a comprehensive list of responsibilities. An associate should perform all duties as assigned by his/her supervisor. Qualifications Education and ExperienceHigh school diploma or General Education Degree (GED) required. Prefer one year experience scheduling and working with older adults or in a related healthcare setting. Certifications, Licenses, and Other Special RequirementsNone Management/Decision MakingUses limited independent judgment to make decisions based on precedents and established guidelines. Solves problems using standard procedures and precedents. Knows when to refer issues to supervisor and when to handle them personally. Knowledge and SkillsHas a working knowledge of a skill or discipline that requires basic analytic ability. Has an overall understanding of the work environment and process. Has working knowledge of the organization. Must have knowledge and working capability of PCs, including Microsoft Word and Excel. Physical Demands and Working Conditions * Standing * Walking * Sitting * Use hands and fingers to handle or feel * Reach with hands and arms * Climb or balance * Talk or hear * Taste or smell * Ability to lift: up to 50 pounds * Vision * Requires interaction with co-workers, residents or vendors * Occasional weekend, evening or night work if needed to ensure shift coverage * On-Call on an as needed basis * Requires Travel: Occasionally Brookdale is an equal opportunity employer and a drug-free workplace. Brookdale Senior Living Destin FL

Administrative Assistant

Firstservice Residential