Condominium Association Administrative Assistant / Customer Service

We are seeking a bilingual (English and Spanish) Customer Service Specialist / Administrative Assistant with 3-5 year experience with Condominium and Home Owners Associations and a positive attitude to join our team in our Miami Head Office location.

Candidate must have a passion for helping others and provide an exceptional customer service experience to clients. Must handle all inbound calls to head office in a professional, courteous manner providing the highest level of customer service to avoid and minimize complaints.

Answer all general inquiries from homeowners including but not limited to account balances, association dues, violations, etc.

Greet walking clients and other visitors to head office in a professional and courteous manner

Job Responsibilities

Essential Duties & Responsibilities

• First point of contact for head office. To be successful as a customer service and admin assistant you should have a pleasant personality, as this is also a customer service role.
• Handle all communication timely, accurately and in a professional manner via phone, email and in person.
• Research required information using available resources and knowledge data base
• Deescalate irate customers as to ensure great customer experiences
• Provide customers with timely and accurate information
• Open work orders in the system as appropriate
• Verify and update customer and vendor information and update system accordingly
• Identify and escalate priority issues
• Handle and assist with general mail outs
• Participate in meetings as required.
• Maintains logs of all calls requiring further action.
• Provide additional clerical support as directed.
• Must be detailed oriented
• Have a sense of urgency
• Resilience and stress tolerance
• Good Time Management skills
• Must maintain a professional appearance at all times
• Excellent customer service skills
• Excellent communication and organizational skills
• Ensure reception area and conference room is tidy and presentable, with all necessary stationery and material Additional Duties &

Responsibilities

• Conduct business with the highest standards of personal, professional and ethical conduct at all times
• Participate in any variety of meetings
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned in a timely manner and accurately.

Education & Experience

• High School diploma or equivalency preferred
• Must possess strong customer service background
• Previous administrative experience preferred.
• Bi-lingual in English and Spanish required

Knowledge, Skills & Proficiencies

To be successful in this job, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and / or ability required.

• Strong active listening, verbal, and written communication skills
• Problem solving / analysis
• Typing speed minimum of 30wpm
• Ability to be flexible and adapt
• Works well independently and in team environment
• Technical skills to manage phone system and online contact management system
• Detail oriented with strong organizational and multi-tasking skills.
• Proficiency in Windows, Microsoft Office, including but not limited to Word, Excel, Power Point and Outlook.
• Proficiency researching the Internet.

Physical Requirements

This position works under usual office conditions. The employee is required to work at a company desk top computer as well as be on the phone for extended periods of time.

Must be able to stand, sit and walk, and lift up to 30 lbs. The employee must be able to work extended and flexible hours and weekends as needed.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer

The above information on this description is only an indication of the general nature and level of work performed by employees within this classification.

It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.