Property administrator for an association in Delray Beach. Will be the liaison between the owners, general manager, maintenance manager and boards. Will offer support, including assisting with obtaining quotes for special projects, send out notices to owners regarding upcoming maintenance and all communications for the community.
Must stay up to date on new condominium laws.
Skills needed:
Must be very organized, self starter, problem solver, computer savvy, member oriented, communicative, tactful, trainable, polite, respectful, team player, innovative, accurate, productive, work independently with little supervision, have initiative, obey standards and want to improve, punctual and motivated.
Requirements:
* Minimum experience of 5 years.
* Computer software knowledge and proficiency in Microsoft Word, Excel, Access, Publisher and Power Point.
* Development and maintenance of databases.
* Extensive record keeping skills.
* Must have a valid Florida driver’s license to drive golf carts.
* Ability to read and speak English fluently.
* Should follow oral or written instructions.
* Be able to work without direct supervision.
* Communicate efficiently and fluently in both written and oral form.
* Ability to establish and maintain effective and cooperative working relationships.
* Must be able to work with frequent interruptions.
* Consistent and regular attendance required.
* Some exposure to dust and noise.
Job Description:
* Coordinate annual budgets with the assistant controller with input from department supervisors and the general manager.
* Regularly monitor expenditures and address any anomalies immediately.
* Develop and monitor annual contracts with outside vendors.
* Maintain, with the assistance of outside information technology staff, all computers, programs and necessary technology.
* Provide reports to the boards.
* Maintain all board minutes and back up materials.
* Attend all association meetings and take minutes. Send minutes to board members. Keep records updated with all meeting notices, minutes, financial reports, correspondence and audit letters.
* Provide notices and mailings for all meetings.
* Work with the insurance agent to make sure all of the insurance policies are in place and renewed annually.
* Administer the onsite rental program including obtaining applications and support letters, writing lease agreements, working with owners to provide a satisfactory experience for all renters, and support all new renters to make sure they enjoy their stay.
* Answer phones and follow up immediately to solve any requests and provide solutions.
* Schedule annual and budget meetings.
* Prepare, notarize, mail, record notices for all meetings according to Florida condominium laws.
* Inform owners at all times of any major projects taking place.
* Put together and mail the arrival and departure packages and coordinate with the maintenance department to meet owners’ requests.
* Design and print the monthly newsletter and update the annual owner’s book. Prepare and mail welcome packages for new owners.
* Design and print real estate brochure for the broker and rentals brochure for rental agent.
* Coordinate with the rental agent and prepare renter’s packages, keys, inform all departments regarding renters’ accounts and units rented, assure that units are opened by maintenance, names to be changed at door entry systems, etc.
* Set up blank reports (spreadsheets) for the Security Department every first of the month.
* Monitor reports daily and report incidents and arrivals, prepare forms, guest cards and stationery for security operations.
* Set up the monthly newspaper delivery and billing report.
* Update daily the residence report, with arrival and departure dates, guests, renters, etc.
* Schedule vendors, inform owners and security of their arrival.
* Inform maintenance regarding any requests placed by owners. Use monthly maintenance sheet.
* Sort correspondence, assign to the right person.
* Keep vendors’ liability and workmen’s compensation insurance certificates up to date.
* Update the fire alarm and elevator inspections file.
* General filing, copying, mailing, document processing, faxing, emailing, ordering supplies, online orders.
* Update website with condominium news, real estate updates and pictures, along with coordinating email updates.
* Notary Public to notarize documents. Job #12980
They list the salary as $80,000.
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