Administrative Assistant

Job Description

Overview

Now Hiring! Administrative Assistant.

Pay type: $19.00-$20.00hr.

Location: Ponte Vedra, FL

Who We Are?

MAY Management Services, Inc., brings over 34 years of professional association management service right to your door. It was formed in November 1988. Based in St. Augustine, with offices located throughout Northeast Florida, they are the premier provider of homeowner, condominium, and commercial property management services in the area.

What You’ll Do:

Answer phones in a professional manner as required and direct as appropriate.

Keep Community Managers informed of association and owner communications.

Keep Community Managers current on the status of projects.

Create and follow through on CC&R Letters.

Prepare and follow up on work orders.

Organization and maintenance of association records.

Refer architectural violations to the appropriate ARB/ARC coordinator.

Prepare Board packet for Community Manager including checklist and status of key projects/issues. Make certain the announcement sign is posted 48 hours in advance of Board meetings.

Keep Community Websites contracted with MAY updated and working properly.

Process ARB/ARC applications that do not involve the Architectural Review Coordinator.

Other administrative tasks assigned.

Assists in ordering maintenance supplies as needed for each property.

Responsibilities involving Boards of Directors:

Prepare Board meeting packets and distribute them promptly following Board direction.

Attend Board meetings only if required by the Association.

If the incumbent does not attend Board meetings, must remain current by reviewing minutes and obtaining briefings from the Community Manager.

Track projects assigned to the Community Manager by Association Presidents and committee chairs to ensure timely and thorough completion.

Contact Board members to sign checks, contracts, etc.

Responsibilities involving Owners:

Respond professionally to owners’ communications promptly.

Prepare and follow up on compliance letters and documentation of issues.

Maintain and update vehicle decal information (as appropriate) and all gate software, if assigned to your community.

Prepare member meeting information for mailings and sign-in material at meetings.

Financial responsibilities:

Prepare check requests and invoices for Strongroom.

Prepare fining letters with a copy to the Client Accountant.

What You’ll Need:

Work closely with the Community Manager(s) and Client Accountants to provide services to assigned associations resulting in a high level of client satisfaction.

Perform a wide range of administrative duties for the Community Association Manager and assist in completing projects for association(s) and owners in a professional and timely manner.

Draw upon MAY Management’s resources as appropriate to provide excellent service to our clients.

Position draws upon all MAY Management’s resources to achieve a very high level of client satisfaction.

Required to maintain a close working relationship with all Staff and to be current with all projects.

Work with little direct supervision, prioritize, use common sense, and keep the needs of the clients top of mind.

Well organized – able to prioritize.

Good communication skills – both written and verbal

Proactive – able to assess situations quickly and take appropriate action.

High sense of urgency

Sensitive to clients. Diplomatic

Displays good common sense.

Confident – not afraid to make a mistake and admit it to get it fixed.

Be objective – don’t take criticism personally.

Able to work quickly and efficiently; manage a heavy workload.

Able to work independently with little supervision.

Ability to handle difficult situations tactfully.

Education & Experience:

Minimum High School Diploma or GED.

Competent with VMS and MS Office applications.

Familiar with each association’s covenants and rules

Know the names of board members, committee chairs, and key personnel for each association.

Familiar with maintenance personnel & their responsibilities

Knows the appropriate vendor to call to correct physical faults.

Familiar with MAY Management’s contract responsibilities with each association.

What’s In It for You:

Competitive pay.

Group Medical coverage from Florida Blue.

Basic Life/AD&D and Voluntary life insurance through LFG & US Able.

Dental coverage through Blue Dental.

Vision coverage through Eye Med.

Short Term Disability through Lincoln Financial Group.

Long-Term Disability through Lincoln Financial Group.

NEW Benefits– Teladoc / Virtual Visits.

Supplemental policies for Critical Illness and Cancer Protection with Colonial.

Medical Bridge through Colonial.

Accident policies through Colonial.