Estates Administrative Assistant - Estates at Acqualina

WE PREPARE, INSPIRE, EMPOWER, ENTRUST IN YOU! JOIN OUR DREAM MAKER CULTURE ©

We are committed to invest in our people to develop a happy and prosperous future. We support you every step of the way in your career journey and offer benefits and unique learning and development opportunities that include:

Competitive Wages • Medical, Dental, Vision Insurance • Life Insurance • 401K Program • Paid Holidays and Vacation • Outstanding Recognition and Awards Program • Effective Training Programs • Tuition Reimbursement • Complimentary Parking and Meals in Dedicated Employee Restaurant • Preferred Pricing on Food and Beverage, Spa Treatments and Retail Purchases • Management Programs to Progress on Your Career Journey • Health and Wellness Fairs

JOB OVERVIEW:

The Administrative Assistant team member is responsible for providing administration support to the Estates Management Team, including outlook updates, zoom meetings, MS Team meetings, team member birthdays, anniversaries, celebration milestones, reservations, arranging amenities , expense reports, GL reconciliation, donations, gift certificates, sales contracts, rental contracts, estoppels, unit maintenance collection, general office items, etc.

The position must maintain high level of motivation, work well in fast paced environment, and assist with the development of relevant brand stories, new services, amenities and departmental best practices.

REPORTS TO:         Residence Manager & Assistant General Manager 

KEY RELATIONSHIPS:

Internal:                       HR office, Engineering team, Housekeeping team, Security team, and Finance Office. 

External:                      Residents, visitors, key vendors

QUALIFICATIONS

Essential:

1. College degree.
2. Bilingual (English, Spanish) is preferred. Strong written, verbal, and non-verbal communication.
3. Advanced skills / Experience with Outlook and Microsoft Office (Word/Excel/PowerPoint/SMS/BUILDING LINK/BIRCHSTREET)
4. Ability to:

• Perform job functions with attention to detail, speed, and accuracy.
• Prioritize and organize.
• Be a clear thinker, remain calm, and resolve problems using good judgment.
• Follow directions thoroughly.
• Understand residents’ services and needs.
• Work cohesively with co-workers as part of a team.
• Work with minimal supervision.
• Flexible work hours, assisting with events as needed.
• Maintain confidentiality of guest/resident information and pertinent resort data.

Desirable:

1. Experience with SMS: Springer Miller PMS,
2. Previous experience in hospitality industry.

PHYSICAL ABILITIES

Essential:

1. Exert physical effort in transporting 5 to 20 pounds.
2. Endure various physical movements throughout the work areas.
3. Reach 12 inches.
4. Remain in stationary position for 6-8 hours throughout work shift.
5. Satisfactorily communicate with guests, management and co-workers to their understanding.

ESSENTIAL JOB FUNCTIONS

• Prioritize assignments.
• 1st Priority- Accounting
• 2nd Priority – Answer all calls and client requests.
•  3^rd  priority – Assist team members.
•  4^th Priority—Provides assistance to owners

• Provide administration assistance to MGMT Office as needed
• Maintain critical path outlining new initiatives, operational efficiencies and other key actions.
•  Assist with the preparation of material on residents and team member Apps as needed.

• Maintain MGMT Office Outlook Calendars and assist with scheduling meetings as needed.
• Organize birthday celebrations, videos, and postings.
• Assist with Employee Engagement and new assignments that promote our culture of happy dedicated team members.
• Answering all calls within 3 rings and distribute messages. (Take full details on message pad regarding the message. i.e., Full name, company name, telephone #, and territory)
• Return messages within 2 hours.
• Update BuildingLink as needed
• Assist MGMT Office to ensure that all tasks given to departments are completed.
• Facilitate all inquiry requests, faxes, FedEx, mail, copying, filing systems, mailings, etc.
• Respond to all incoming e-mails same day. Any residents e-mails and other urgent e-mails must take priority. Always copy the appropriate manager.
• Organize e-mails by folders and only keep outstanding e-mails in your inbox.
• Do not delete e-mails.
• Follow up on immediate assistance requests. Take Ownership (i.e., when organizing transfer and other service requests, you must follow up with the concierge and respective team members (i.e., guest services) to ensure that it was completed. The same thing applies to reservations in regards to confirmation numbers).
• Ensure Executive Office area is clean and presentable at all times, including Executive Conference Room, mail room, and bathroom.
• Block all internal meetings for MGMT Office as well as Trump Group meetings as needed. Follow SOPs established for Trump Group Bookings.
• Arrange meeting room requirements as requested by MGMT Office.
• Collect and process monthly maintenance fees for all Master Association
•  Update SMS with unit payments
•  Review bank and enroll wires and check payments for all fees

• Process payments for Meze Grill
• Run ledger reports
• Prepare Monthly managers report
• Process and Prepare Construction Packages to receive Approval letters
• Provide Avra utilities bills invoices
• Send cafeteria head count to Meze.
• Assist with PowerPoint presentations on company direction.
• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards. Update Hours of Operation as needed; maintain inclusion list and ensure all printed and electronic collateral is accurate.
• Use equipment only as intended.
• Anticipate residents’ needs, respond promptly and acknowledge all residents
• Maintain positive residents relations at all times.
• Make telephone calls to specified individuals as requested by MGMT Office. Handle all MGMT Office voice mail inquiries. As well as other inquiries.
• Assist MGMT Office ensure daily schedule is maintained, curve as gate keeper for all meetings.
• Uniform room inventory, sign outs and returns
• Inventory and orders for office supplies
• Update Emergency contacts for all employees
• Prepare weekly employee Master Schedule for CFO
• Retrieve and distribute departmental mail as needed.
• Process requests for overnight mail and other delivery/messenger services.
• Prepare and send emails/faxes; receive and distribute emails/faxes to appropriate personnel.
• Make photocopies, scan documents, update files as needed.
• Type correspondence, memos and reports.
• Attend designated meetings, take notes, transcribe and distribute.
• Document all guest requests/complaints and communicate such to respective personnel for proper handling. 
• Maintain confidentiality with, correspondence, reports and files information.
• Assist with collection and processing of maintenance fees for the Estates
• Review and handle new sales and rental agreements for units
•  Process all rental and sales applications
•  Process Estoppel, FROR, Background check, and questionnaire

• Processing invoices in Birchstreet as well as establishing vendors communication
• Prepare Expense Reports  for managers and employees
• Petty Cash Reimbursement
• Accept additional duties as needed.