Administrative Assistant

Description

Join our Team! Leland Management is seeking a full-time Administrative Assistant in the Ocala area with excellent customer service skills. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 12 consecutive years, including winning first place in our category for 2021! The position is full-time with GREAT benefits (Paid Holidays/ Benefits Available).

Hours: Monday- Friday; 8:30 am-5:00 pm

Location: 2685 SW 32nd Place, Ocala, FL 34471

Administrative Assistant Job Description:

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports Community Association Managers, and other employees through a variety of tasks related to organization and communication. Responsible for processing of confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures including but not limited to the Community Association Management field.  Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Will take direction from, and lend support to a team of five. Administrative Assistant is responsible to rely on experience and judgment to plan and accomplish goals within various needs of urgency, and a wide degree of creativity and latitude is expected. Administrative Assistant would report to a Senior Manager or Divisional Director.

Overview of General Responsibilities:

· Answer and direct phone calls

· Organize and schedule meetings and appointments, book meeting locations and process payments for said booked meetings.

· Maintain contact lists of vendors and Board members 

· Produce and distribute correspondence memos, letters, faxes and forms

· Assist in the preparation of regularly scheduled reports

· Maintain a filing system; upload of Documents for others into electronic filing system

· Order office supplies, and maintain inventory of supplies and office necessities:

· Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

· Coordinate and organize educational classes, locations, speakers, refreshments, etc.

· Provide general support to visitors

· Provide information by answering questions and requests

· Take dictation

· Research and creates presentations

· Generate reports as needed

· Processing of data into required format, or report

· Handle multiple projects

· Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

· Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional organizations.

· Contribute to team effort by accomplishing related results as needed

· Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

· Write letters and emails on behalf of other office staff

· Book conference calls

· Maintain computer and manual filing systems

· Handle sensitive information in a confidential manner

· Take accurate minutes of meetings

· Coordinate office procedures

· Reply to email, telephone or face to face enquiries

· Develop and update administrative systems to make them more efficient

· Resolve administrative problems

· Receive, sort and distribute the mail

· Answer telephone calls and pass them on

· Coordinate repairs to office equipment

· Greet and assist visitors to the office

· Photocopy and print out documents on behalf of other colleagues

· Processing of ARB Applications

· Manage Inventory of and Distribute Key Cards, Keys, RFID Decals, FOBs, Remotes or other access devices for Communities

· Violation Input and Letter Processing in Software post Community Association Manager Inspection

· Annual or Special Meeting Sign In Assistance as requested.

· Posting of Meeting Signs, or Other Materials On Property as Requested by CAM

· Processing of Leasing Application through established policy. 

· Community Website Announcements/ Uploads 

· Small Mailings for “Property Maintenance Items” by Community (I.E. Pressure Washing Notices Etc.)

· Maintaining long term “special” community specific projects such as leasing renews, insurance tracking, etc.

· Tracking and Reporting of Postage to Main Office

· Coordination of Office Maintenance Needs (I.E.- AC Maintenance/ Carpet Cleaning)

Requirements

Requirements:

· Proven admin or assistant experience

· Bilingual

· Knowledge of office management systems and procedures

· Excellent time management skills and ability to multi-task and prioritize work

· Attention to detail and problem-solving skills

· Excellent written and verbal communication skills

· Strong organizational and planning skills

· Proficient in MS Office

· At least 1 years of experience in the field or in a related area

· High school diploma or equivalent; college degree preferred

Administrative Assistant Top Skills & Proficiencies:

· Reporting Skills

· Administrative Writing Skills

· Microsoft Office Skills

· Analysis

· Professionalism

· Problem Solving

· Supply Management

· Inventory Control

· Verbal Communication

· Office Administration Procedures

· Typing Skills

· Attention to Detail

· Accuracy

· Multitask

· Telephone Skills

· Teamwork

· Discretion and Judgment

· Patience

Salary : $20 - $22