COMPANY OVERVIEW: Together We Soar!
Vesta Property Services has been in the industry for more than 25 years and holds over 800 community management contracts while serving the amenity needs of Florida's most prestigious communities! We are proud to employ over 1,000 associates and have been rated as one of Florida’s Top Workplaces.
Our Vesta associates are our most valuable resource. We hire people we trust and give them autonomy to do their best work. We also support professional development with training, coaching and regular feedback. We have a highly collaborative culture supported by our EAGLE PRIDE values!
JOB SUMMARY: Your Flight Plan!
The Administrative Assistant facilitates the efficient operation of the assigned department or facility by performing a variety of clerical and administrative tasks. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects.
RESPONSIBILITIES AND DUTIES: Ready to Fly!
- Greets and assist residents, guests, vendors, and prospective residents.
- Maintains a visible, welcoming presence throughout the facility.
- Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
- Ensure timely resolution of concerns and conflicts to maintain a positive work environment; actively engage in resolving issues or conflicts with residents/guests
- Maintains work area and near by areas within the facility organized, neat and clean.
- Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.
- Organizes and prioritizes large volumes of information and calls.
- Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary.
- Responds to regularly occurring requests for information from guests/residents.
- Facilitate architectural modification applications and approval notifications.
- Answers phones and takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other departments to cover phones.
- Works independently and within a team on special nonrecurring and ongoing projects.
- Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
- This position has no supervisory responsibilities.
REQUIRED EXPERIENCE AND QUALIFICATIONS: The Wingspan Needed!
- High school diploma.
- Prior administrative experience.
- Occasional travel may be required
PHYSICAL DEMANDS AND WORK ENVIRONMENT: Our Nest is your Nest!
- This is a largely sedentary role however, some filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
- Ability to lift up to 15 lbs
BENEFITS: The Perks of Eagle Pride!
At Vesta Property Services, we understand the importance of a well-rounded benefits program and are dedicated to providing you with unique benefits that meet your needs and the needs of your family, including your pets. We offer benefits such as medical, dental and vision, life and disability, 401K retirement plans, and additional benefits such as Health Savings Account, Flexible Spending Account and Pet Discount Plan.
In Addition, we provide support by offering free counseling sessions, legal advice sessions, professional development and an outstanding referral program- to both our Full-time and Part-time staff associates!
AAP/EEO Statement
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
DRUG FREE WORKPLACE
In compliance with the Drug-Free Workplace Act of 1988, Vesta Property Services has a longstanding commitment to provide a safe, quality-oriented and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse poses a threat to the health and safety of Vesta Property Services associates and to the security of the company's equipment and facilities. For these reasons, Vesta Property Services is committed to the elimination of drug and alcohol use and abuse in the workplace.
OTHER DUTIES MAY BE ASSIGNED
The above statements reflect the general information considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all work requirements that may be inherent in the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
