FLSA STATUS: Non-Exempt

HOURS: Full Time (30+ hours per week)

COMPANY OVERVIEW

Vesta Property Services provides property management and related services to developers of planned unit communities and residential associations. Headquartered in Jacksonville, Florida, Vesta offices are strategically located throughout the Sunshine State. Vesta employs over 1,500 trained and educated professionals providing a wide spectrum of services to residents of more than 300,000 homes in more than 800 communities.

SUMMARY

The Administrative Assistant is a key member of the corporate office and is responsible for assisting the corporate office manager and leaders. This position provides a wide variety of administrative and staff support services. Performs office work directly related to general business operations of the company in relation to typing, filing and scheduling, answering multi-phone line system, performs duties such as 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. In addition will assist due diligence team during acquisitions, and any closing matters.

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.
• Work with due diligence team during acquisitions, and any closing matters.
• Assist manager and work with insurance broker requesting and providing insurance information and certificates.

RESPONSIBILITIES AND DUTIES include the following:

• 
  Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the onsite staff
• 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. Answers phones and takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other staff members to cover phones.
• Responds to regularly occurring requests for information
• Manages office calendars, routine office bank deposits and company car maintenance schedules
• Assist in coordinating office events
• Maintains office inventory and order supplies
• 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.
• 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.
• Work with due diligence team during acquisitions, and any closing matters.
• Assist manager and work with insurance broker requesting and providing insurance information and certificates.

COMPETENCIES:

• 
  Technical Capacity.
• Personal Effectiveness/Credibility.
• Thoroughness.
• Collaboration Skills.
• Communication Proficiency.
• Flexibility.
• Legal Secretary experience preferred, but not required

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 but may run office errands.

QUALIFICATIONS:

• 
  High school diploma.
• 3 years or more of administrative experience preferably in a corporate environment.
• Experience in multi-line phone system
• Proficient in Microsoft Office (Excel, Word, Outlook and PowerPoint)
• Proficient in working with computers, fax and copier machines
• Fluent Spanish Required - Read, Write and Speak.

BENEFITS:

One of the many advantages of working at Vesta Property Services and its family of companies are the great benefits we offer to you and your eligible dependents. These benefits foster the health and well-being of the associate and their family, such as medical, dental and vision coverage, along with programs to enhance financial security, such as disability, life insurance and a 401(k) retirement plan. 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.

OTHER DUTIES MAY BE ASSIGNED

The above statements reflect the general information considered necessary to descript the principle functions of the job and should not construed as a detailed description of all work