Administrative Assistant

COMPANY OVERVIEW

At Vesta Property Services our philosophy is to provide a hands-on learning environment that utilizes one’s professional expertise and knowledge;

in turn, you gain the exposure and experiences this industry has to offer! Vesta Property Services provides exceptional property management services to residential associations and developers across the state making us Florida’s most trusted community management company.

Headquartered in downtown Jacksonville, Vesta has 15 offices and more than 1,000 employees throughout Florida. We are always looking for unique talent and leadership to help us grow within our industry.

SUMMARY

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.

Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.

Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

RESPONSIBILITIES AND DUTIES include the following :

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
• Performs desktop publishing. Creates and develops visual presentations.
• 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.
• Answers phones and takes messages or fields / answers all routine and non-routine questions. Works in cooperation with other departments to cover phones.
• Acts as a liaison with other departments and outside agencies, including high-level staff. Handles confidential and non-routine information and explains policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include : planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• 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.

COMPETENCIES :

• Technical Capacity.
• Personal Effectiveness / Credibility.
• Thoroughness.
• Collaboration Skills.
• Communication Proficiency.
• Flexibility.

SUPERVISORY RESPONSIBILITY :

This position has no supervisory responsibilities.

WORK ENVIRONMENT :

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS :

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.

TRAVEL :

No travel is expected for this position.

QUALIFICATIONS :

• High school diploma.
• Prior administrative experience.

BENEFITS :

One of the many advantages of working at Vesta Property Services and its family of companies are the great benefits that we offer to you and your eligible dependents.

We offer benefits that foster the health and well-being of you and your family such as medical, dental and vision coverage along with programs to enhance your financial security such as disability, life insurance and a 401 (k) retirement plan just to name a few.

Vesta benefits are offered to full-time employees (30+ hours per week).

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 employees 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.