Benefits:- 401(k)401(k) matching
- Competitive salary
- Dental insurance
- Employee discounts
- Flexible schedule
- Health insurance
- Paid time off
- Parental leave
- Training & development
- Vision insurance
- Wellness resources
- Assistant Property Manager / Assistant General Manager
Job Details
Description:
As a team member of 57 Ocean Condominium Association, you are expected to understand and support the mission statement of the company and practice our great values every day. These values include but are not limited to greeting and smiling; showing respect with name recognition and eye contact; accepting the empowerment to exceed everyone's expectations and showing enthusiasm for your position and duties; being accountable to show a positive attitude and accountable for your actions; and be trustworthy in your duties and transparent in everything you do. These values and part of your work practices and expected as part of your daily activities while working at 57 Ocean Condominium Association.
Duties and Essential Functions:- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Schedules and organizes complex activities such as meetings, conferences, and department activities for all members of the department.
- Organizes and prioritizes large volumes of information and calls.
- Acts as a liaison with other departments and outside agencies, including Board members, and Chief Engineers.
- Handles confidential and non-routine information and explains policies when necessary.
- Coordinates division of workload with the administrative assistant of the property.
- Maintain, update, type, and coordinate account information in computer database.
- Coordinate and track important dates and meetings, such as annual and budget meetings.
- Ensure that all communication is handled in a professional and courteous manner from the team on site. Also ensures that phone messages and e-mails are responded to appropriately and within 24-hours, business hours.
- Ensure that all mail (i.e., Fed Ex, UPS, USPS) is picked up daily, in a timely manner.
- Assist with producing minutes for Board Meetings.
- Assist with preparation of the Board Agenda's and Board Packet.
- Responsible for coding and entering all Invoices for the community.
- Responsible for working closely with Committee's and each Committee Chairperson.
- Assist with gathering quotes & proposals for projects for the community.
- Daily management of the office staff and/or other team members on-site.
- Supply ordering for Maintenance, Housekeeping, and the Office.
- Assist in posting all agenda to proper physical locations and to the website.
- Responsible for making sure Building
- Link information is kept up to date.
- Responsible for making sure that Vendor Packets are processed for all Vendors.
- Monitoring of Vendor License and Insurance Expirations.
- Reservation & coordination of conference room events.
- Wearing PPE safety equipment (glasses, breathing masks, gloves), when working with chemicals and other related products or tools
- Observe all State, Federal and Company safety standards/precautions while performing tasks to maintain a safe work environment
Competencies:
Supervisory Responsibility; This position will be responsible in supervising team members and/or departments at the property. In addition; Problem Solving/Analysis. Leadership. Teamwork Orientation. Customer/Client Focus. Time Management. Communication Proficiency.
Technical Capacity
Work Environment:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. The employee is occasionally required to sit, stand, reach, lift, bend, kneel, stoop, climb, push and pull items weighing 20 pounds or less. The position requires manual dexterity; auditory and visual skills; and the ability to follow written and oral instructions and procedures. Position Type/Expected Hours of WorkThis position is exempt (salaried) and full-time. Days and hours of work will be determined based on the business needs of the property. Occasional evening and weekend work may be required as job duties demand.
Travel:
Minimal travel will be required for this position. Travel will be to attend meetings and training at an off-site location, generally within the city limits of the job site.
Required Education and Experience:- Prior experience in a related position; a minimum of 2 years experience.
- High School diploma required; college degree preferred
- Working knowledge of computer and associated programs; MS Office Suite.
- Ability to multi-task, set, and manage priorities.
- Excellent communication and listening skills in order to interact with a diverse and multi culture population.
- Keyboarding ability with accuracy at 45-50 words per minute.
- Must function in a team organized environment.
- Bi-lingual in Spanish may be required at some communities whereas the majority of the population and clients are Spanish only speakers.57 Ocean Condominium Association is a drug-free workplace.
- Other DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Qualifications:- SkillsPreferredMS Office
- AdvancedBehaviorsDedicated: Devoted to a task or purpose with loyalty or integrity
- Leader: Inspires teammates to follow them
- Team Player: Works well as a member of a group
- Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
- MotivationsFlexibility: Inspired to perform well when granted the ability to set your own schedule and goals
- Self-Starter: Inspired to perform without outside help
- EducationPreferredBachelors or better.
- Experience 3 years: Prior experience in a related position
