Administrative Assistant

Next Generation Management and Accounting

Administrative Assistant

Next Generation Management and Accounting is a forward-thinking property management firm dedicated to providing exceptional service to our residents and clients. We manage a diverse portfolio of properties, combining innovative management practices with professional accounting expertise to deliver outstanding results. We are seeking a motivated and detail-oriented Administrative Assistant to support our Portfolio Property Manager and contribute to the smooth operation of multiple properties.

The Administrative Assistant will provide comprehensive administrative and operational support to a Portfolio Property Manager, assisting with multiple properties in the portfolio. This role is essential to ensuring effective communication, accurate record-keeping, and efficient property operations.

Location: Sunrise,  FL

Pay: $18.00/hr.

Schedule:  Full-time, Monday–Friday (40 hours/week); 9:00am -6:00pm

PTO:  40 hours sick leave after 90-day probation; 40 hours vacation PTO after 1 year; 7 paid federal holidays

Responsibilities:

• Coordinate and prepare operating reports for multiple properties, including terminations, new hire documentation, and other operational reports.

• Professionally answer phone calls, handle messages accurately, and respond promptly.

• Prepare management and committee reports, meeting notices, and other documentation for Portfolio Property Manager review and approval.

• Maintain, update, and organize resident and property information; provide reports to the Portfolio Manager, Board of Directors, and valet desk as needed.

• Track insurance certificate requests and maintain insurance records for vendors and unit owners across all properties.

• Manage office supplies and equipment, following purchasing procedures.

• Open and distribute mail; prepare and code accounts payable invoices for Property Manager approval.

• Coordinate Board approval meetings and prepare required documentation.

• Maintain and update resident information packets, memos, and policies.

• Prepare resident applications requiring Board approval (e.g., Architectural Modifications).

• Coordinate receipt and filing of closing statements or warranty deeds, updating corporate A/R as needed.

• Maintain inventory of common area keys, transmitters, and key fobs; reorder and maintain accurate logs.

• Follow safety procedures and maintain a safe work environment.

• Perform additional administrative duties as assigned.

Qualifications:

• Associate degree in business or related field preferred, or equivalent combination of education and experience.

• Three (3) to five (5) years of administrative experience, preferably in property management.

• Intermediate proficiency in Microsoft Windows and related software.

• Strong administrative, organizational, and customer service skills.

• Excellent interpersonal, written, and verbal communication skills.

• Self-starter with the ability to manage multiple priorities across a portfolio of properties