Estates Office Coordinator

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Estates at Acqualina

Estates Office Coordinator

Sunny Isles Beach, FL
Full Time
Paid
  • Responsibilities

    WE PREPARE, INSPIRE, EMPOWER, ENTRUST IN YOU! JOIN OUR DREAM MAKER CULTURE ©

    We are committed to invest in our people to develop a happy and prosperous future. We support you every step of the way in your career journey and offer benefits and unique learning and development opportunities that include:

    Competitive Wages • Medical, Dental, Vision Insurance • Life Insurance • 401K Program • Paid Holidays and Vacation • Outstanding Recognition and Awards Program • Effective Training Programs • Tuition Reimbursement • Complimentary Parking and Meals in Dedicated Employee Restaurant • Preferred Pricing on Food and Beverage, Spa Treatments and Retail Purchases • Management Programs to Progress on Your Career Journey • Health and Wellness Fair

    ** __**

    ** JOB OVERVIEW:**

    The Office Coordinator is responsible for delivering administrative support to the Estates at Acqualina Operations Department in a back-office capacity. Key responsibilities include managing the email system, coordinating events, and facilitating Zoom and Teams meetings. Additionally, the coordinator will assist with expense reporting, invoice processing, expense classification, and other administrative tasks.

    The ideal candidate will be able to perform functions with minimal supervision, thrive in a fast-paced environment, and adapt to evolving processes and procedures. Proficiency in both written and verbal English communication is essential.

    ** REPORTS TO:** Director of Operations

    ** KEY RELATIONSHIPS:**

    Internal: Estates at Acqualina Management, Third Party Operators, Operational Departments

    External : Vendors & Service Providers

    ** QUALIFICATIONS**

    Essential:

    1. High School Degree
    2. Bilingual (English, Spanish) is preferred. Strong written, verbal, and non-verbal communication.
    3. Advanced skills / Experience with Outlook and Microsoft Office (Word/Excel/PowerPoint/Outlook)
    4. Ability to:
    • Perform job functions with attention to detail, speed, and accuracy.
    • Prioritize and organize.
    • Be a clear thinker, remain calm, and resolve problems using good judgment.
    • Follow directions thoroughly.
    • Understand residents’ services and needs.
    • Work cohesively with co-workers as part of a team.
    • Work with minimal supervision.
    • Flexible work hours, assisting with events as needed.
    • Maintain confidentiality of guest/resident information and pertinent data.

    Desirable:

    1. Experience with Building Link and Birchstreet.
    2. Previous experience in the Customer Service industry.
    3. Previous experience in an administrative role.

    ** PHYSICAL ABILITIES**

    Essential:

    1. Exert physical effort in transporting 5 to 20 pounds.
    2. Endure various physical movements throughout the work areas.
    3. Reach 12 inches.
    4. Remain in a stationary position for 6-8 hours throughout the work shift.
    5. Satisfactorily communicate with guests, management and co-workers to their understanding.

    ** ESSENTIAL JOB FUNCTIONS**

    • Provide comprehensive administrative assistance to the Director of Operations, ensuring efficient workflow and communication.
    • Develop and maintain a critical path outlining new initiatives, operational efficiencies, and other key actions to support strategic objectives.
    • Manage Office Outlook calendars and assist in scheduling meetings as required, ensuring optimal time allocation.
    • Support initiatives related to employee engagement and new assignments that foster a culture of dedicated and happy team members.
    • Answer all incoming calls within three rings, capturing detailed messages, including full name, company name, telephone number, and territory, and promptly distributing them.
    • Return messages within two hours to maintain effective communication and responsiveness.
    • Update BuildingLink as necessary to reflect current information and operations.
    • Assist the Director of Operations in ensuring that all departmental tasks are completed on schedule, maintaining records of deadlines and conducting follow-ups as needed.
    • Respond to all incoming emails the same day, prioritizing resident inquiries and urgent communications, and always copying the appropriate manager.
    • Organize emails into designated folders, retaining only outstanding emails in the inbox for efficient tracking.
    • Maintain a comprehensive database of departmental utilization to support operational analysis and planning.
    • Ensure that all emails are retained and not deleted, in accordance with organizational policies.
    • Take ownership of immediate assistance requests, following up with concierge and respective team members (e.g., guest services) to ensure completion, including confirmation of service requests and reservations.
    • Anticipate residents’ needs, respond promptly and acknowledge all residents
    • Always maintain positive resident relations.
    • Make telephone calls to specified individuals as requested by the Office. Handle all Office voice mail inquiries. As well as other inquiries.
    • Assist Director of Operations ensuring daily schedule is maintained, curve as gatekeeper for all meetings.
    • Update and maintain emergency contact information for all employees.
    • Prepare the weekly employee Master Schedule for the Chief Financial Officer.
    • Attend operations meetings and document meeting minutes.
    • Prepare and send emails, and ensure distribution to the appropriate personnel.
    • Perform photocopying, scanning of documents, and updating of files as needed.
    • Compose correspondence, memos, and reports.
    • Take minutes during Master Association Board of Directors meetings.
    • Post meeting notices as directed.
    • Maintain confidentiality regarding correspondence, reports, and file information.
    • Process invoices for all department’s excluding Engineering and purchase orders in Birchstreet, while establishing effective vendor communication.
    • Enter maintenance work orders as instructed and follow up on their completion.
    • Engage in eco-conscious initiatives to support our commitment to sustainability, exemplifying stewardship for the environment as part of our mission at Acqualina.
    • Undertake additional tasks and responsibilities as assigned by the Director of Operations and Management.
    • Uniform inventory and coordination of uniforms for team members, including keeping uniform logs for each employee.