Administrative Specialist (with Phone Support)

Hi! I’m looking for a skilled Administrative Specialist.

The qualified candidate will be in charge of managing administrative tasks, supporting meetings, facilitating communication, providing phone support, and ensuring efficient operations.

Responsibilities:

– Data Management: Accuracy in managing parking pass info and contact sheets through data entry.
– Calendar and Schedule Organization: Ensure calendars and amenity schedules are accurately maintained within Vantaca.
– Meeting Support: Transcribe meeting minutes, handle follow-up tasks such as sending emails or initiating action items for managers.
– Communication Support: Prepare announcements for blast emails, monitor Vantaca tickets, manage voicemails, and make callbacks as necessary.
– Administrative Assistance: Assist with architectural processing, maintain and update document libraries like CondoCerts and Vantaca.
– Information Management: Update portal pages with minutes, financials, and newsletters, enter resales in CondoCerts post-inspection.
– Vendor Relations: Assist with requests for proposals, including follow-up with vendors and preparing bid comparisons.
– Document Preparation: Draft various documents such as meeting schedules, parking form updates, and review/edit mass mailings.
Utility Management: Enter tickets to Dominion VA Energy and other utility providers, ensuring prompt resolution.
Board Support: Prepare board packets based on agendas, including pulling necessary information and assembling packets.
Facility Management: Assist with suspension letters for pool/clubhouse, handle additional charges from meetings or newsletters.
Financial Support: Assist with budgets, ensure all contracts are up-to-date by reaching out to respective contacts for updates.
Insurance Review: Review insurance coverages to ensure adequate coverage and compliance

Requirements:

Previous experience as an Administrative Assistant or similar (Real Estate industry preferred)
Excellent organizational, time management, and multitasking skills.
Proficiency in data entry and management systems
Detail-oriented and Strong follow-up skills.
Excellent English skills, both verbal and written.
Willingness to make and take calls as needed.
Ability to work independently and as a team player.
Flexible to adapt to changes in the workplace.
MS Office programs knowledge and computer skills
Ability to work 40 hours a week following the US Eastern time zone

Perks:

Full-time regular employment after 5 months of a probationary period
– HMO
– 13th month pay
– VL and SL leave credits
– Statutory benefits following PH Labor laws

If interested, you may submit an application using this link: Click to view/Prime-Application-Link (copy and paste the link into your browser if it’s not clickable)

Make sure to indicate the position you’re applying for. Looking forward to speaking with you soon!