Sr. Adminitrative Asst/Asst CAM

Minimum qualifications
Education: High school 3-4 years of prior work experience in an office administrative role
Must Have CAM
_____________________________________________________________________
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.
Essential Duties and Responsibilities:

• Troubleshoot office equipment. Arrange for service call when needed.
• Annual tracking such as pool permits, elevator certificates, 55 +, annual/budge
• Provide administrative support to Community Association Manager(s).
• Respond to all voice mail messages and emails within 24 hours.
• Transfer owner calls to A/R Specialist. (Or escalate to A/R Supervisor, if needed). Admins should NOT provide account balances or statements to anyone! Not to owners, realtors, or the board.
• Assist, or route calls, from owners, board members, and contractors, to ensure customer satisfaction.
• Report emergencies to the association manager or RPM Executive immediately.
• Monitor Managers’ voice messages and ensure/assist Mgr. turns on email autoresponder when out of office.
• Contact vendors for services/supplies as directed by Manager.
• Track monthly office “charges” and supplies so clients are billed properly.
• Process sales & lease applications in a timely manner.
• SenEarthCo/OneSource - includes, but is not limited to the following:

1. Maintain up to date contact, and other information, in the After-Hours section.
2. Prepare/send/track violation letters & architectural applications, in a timely manner, generally within 48 hours.
3. Input/track maintenance requests submitted by owners; include photos of the area(s) when applicable.
4. Upload/create Notices, Minutes and other documents as required.
5. Upload all Sales & Lease applications.

• Homewise Docs: Upload Assn. Documents, Insurance summaries, meeting minutes, budgets, etc.
• Cinc Systems:

1. Change Mailing Addresses, Phone Numbers, other contact information.
2. Print Mailing Labels for Mailings.
3. Print Owner Coupons as needed.

• Assist manager with timely preparation & distribution of board meeting packets.
• Mail or email monthly financial reports to the board within 24 hours of receipt.
• Track/process annual report filings, 55+ communities, elevator certs, pool permits, etc.
• Program gates or door entry systems and issue new fobs or keys as needed.
• Maintain clubhouse/media room reservations and other property databases.
• Process association mail outs timely. Send large mailouts to Clearwater office.
• Scan/email all invoices to the association’s Accounts Payable Rep. before the start of each scheduled Check Run.
• File association records & purge files annually. Association records may NOT be destroyed without board approval.
• Prepare and update a Hurricane/Emergency Preparedness manual for clients under Manager’s direction annually.
• Special projects and or other miscellaneous duties that may arise.

Competencies:

• Adaptability.
• Attention to Detail.
• Collaboration.
• Written & Verbal Communication.
• Conflict Resolution.
• Customer Service.
• Organization.
• Proficiency with MS Office Suite, internal accounting and management programs.
• Problem solving.
• Professionalism.
• Time Management.

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.
• Occasional travel to client locations and overtime required.
• Maintain regular, punctual attendance consistent with RPM policies & practices.
• Lift and carry up to 20 pounds.
• Must have oral and written comprehension and expression along with speech clarity and recognition.
• Ability to effectively use computers, telephones, and other systems.
• Required to stand, walk and sit; talk or hear, both in person and by telephone; use hands to finger, handle or feel objects or controls (keyboards); reach with hands and arms.