Assistant to the general manager for a condominium in Palm Beach. Must use good interpersonal skills, be efficient, detail oriented, able to work independently, able to multitask and prioritize. All staff members are expected to maintain the right attitude, to work in good faith and in the best interest of the association. The position is full time with an annual salary paid weekly and may require extra hours as needed during high season, and may be required to be on call for emergencies. Reports to the general manager.
Will work with the general manager to assure smooth operations in all areas:
* Assist with board and owner communications, including meeting materials, proxies and ballots, unit sales and rentals.
* Assist in scheduling items for owners; cleaning, repairs, etc.
* Perform home inspections and oversight of tasks and repairs.
* Maintain supply closet. Request all office supplies and equipment.
* Separate mail and packages for distribution to residents.
* Prepare annually the resident directory.
* Assume responsibility when the manager is out of the office.
Accounting Duties:
* Responsible for vendor setup and ensuring all documentation is provided, including new vendor form, W9, applicable insurance and certificates.
* Processing invoices and payments to vendors weekly.
* Work closely with the accounting firm to work flow all printed checks and prepare those for mailing.
* Assist in process and mail quarterly statements.
* Process payments from residents.
* Responsible for state sales tax, local tourist tax monthly.
* Reconcile vendor statements monthly.
* Reconcile bank statements monthly.
* Maintain records regarding accounts payables.
* Collaborate with the independent CPA audit firm by providing information timely and accurately, monthly.
* Issue annual 1099 forms and submit 1096 forms.
Rental Coordinator:
* Responsible for managing the rental program.
* Responsible for all stages of the rental process: booking reservations, scheduling housekeeping, sending contracts, communications, inspecting for readiness and responding to needs.
* Responsible for rental accounting: deposits, payables/receivables.
* Supervise and schedule housekeeping.
* Maintain accurate files of all necessary rental paperwork.
* Inspect all rental units at the end of season for quality and inventory. Notify owners of improvements needed. Follow up throughout summer to ensure completion by beginning of season.
Operating Skills, Knowledge and Abilities:
* Must possess a strong administrative background.
* Enforcement of rules regulations, documents and employee policies.
* 3-5 years of related work experience.
* Bookkeeping knowledge is preferred.
* Strong working knowledge of customer service principles and practices.
* Excellent interpersonal, office management and communication skills.
* Self starter with excellent communication, interpersonal, customer service and telephone skills.
* Interact with owners, tradesmen and maintenance staff. Job #11230
They list the salary as $55,000-$60,000.
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