Onsite Administrative Assistant

Core Values:
Adhere to the core values of Resource Property Management: Honesty, integrity, respect, and courtesy are the cornerstones by which our company functions. We value all clients and strive to provide professional and efficient management services.
Core Duties, Responsibilities and Essential Functions

• Provide excellent customer service to board members, owners/residents courteously, timely and efficiently.
• Return all calls and emails within 24 hours.
• Resolve problems within the bounds of your authority to ensure customer satisfaction or function as "gatekeeper" and route call to appropriate party at RPM.
• Report emergencies to Association Manager or RPM Executive Team Member immediately.
• Check Managers phone messages when out of the office. Ensure Mgr. sets email autoresponder.
• Utilize Vantaca for management of the community. Includes updating After Hours to record changes, processing Violation letters, logs, and other correspondence in a timely manner, generally within 48 hours.
• Upload documents to Vantaca (meeting minutes, etc.) and Homewise in a timely manner.
• Scan/email all invoices (in black & white) to the A/P department using Vantaca on a weekly basis.
• Assist Manager with timely preparation of board and meeting packets.
• Mail, email or upload monthly financial reports to the board within 24 hours of receipt.
• Track annual report filings, elevator certs, pool permits, kayak rentals etc.
• Process sales and lease applications, laundry tokens, newsletter etc.
• Process Associations mail-outs.
• File association records and purge files annually. Records may NOT be destroyed without board approval.
• Prepare and update a Hurricane/Emergency Preparedness manual annually.
• Contact vendors as needed to make necessary repairs as per manager's direction.
• Order supplies as directed.
• Inspect property, if necessary, in the absence of Manger or maintenance staff.
• Report payroll to RPM HR Department timely 2x per month as scheduled.
• Keep manager informed of all issues.
• Post meeting notices.
• Special projects or other duties that may arise from time to time.

Competencies

• Communication Skills
• Must have strong Excel knowledge
• Business Acumen
• Customer/Client focus
• Decision Making Skills
• Results Driven Management
• Conflict Resolution

Working Conditions and Physical Requirements

• Must be able to work under pressure, meet deadlines, while providing exemplary customer service.
• Ability to perform the essential job functions safely and successfully with RPM's internal procedures and policies as well as all related employee handbooks and training/safety manuals.
• Maintain regular, punctual attendance consistent with RPM policies & practices.
• Lift and carry up to 20 pounds
• Must be able to talk, listen, and speak clearly on telephone.