Administrative Assistant

Company Description FirstService Residential is a leading property management company serving residential communities across the United States and Canada with a hospitality-focused, service-first approach. The organization partners with boards, owners, and developers to enhance property value and elevate residents’ daily living experiences through tailored lifestyle programming, amenities, and technology solutions. Residents benefit from 24/7/365 customer care and additional support from market-leading programs such as FirstService Financial and FirstService Energy. Recognized as a Great Place to Work for two consecutive years and named to Fortune’s Best Workplaces in Real Estate™ 2024, FirstService Residential offers an engaging, people-centered workplace. The company is a subsidiary of FirstService Corporation (NASDAQ and TSX: FSV), a North American leader in essential property services.

Role Description This full-time, on-site Administrative Assistant role is based in Miami Beach, FL and supports property management and community operations. The Administrative Assistant will manage daily clerical tasks, including data entry, filing, document preparation, and maintaining organized records for the community and management team. This role will answer and route phone calls, respond to resident and vendor inquiries, schedule appointments and meetings, and assist in coordinating board communications and community notices. The Administrative Assistant will support executives and managers with calendar coordination, meeting preparation, and follow-up, while ensuring professional communication and consistent customer service. The role requires collaborating with onsite team members, handling sensitive information with discretion, and providing reliable administrative support in a fast-paced environment.

Qualifications

• Strong Administrative Assistance and Clerical Skills, including data entry, filing, document management, and office organization.


• Professional Phone Etiquette and Communication skills to handle resident, vendor, and board interactions with courtesy and clarity.


• Excellent experience in Executive Administrative Assistance, such as calendar management, meeting coordination, and preparing correspondence.


• Proficiency with common office software (e.g., Apple software, Microsoft Office or similar tools) and comfort learning property management systems.


• Ability to prioritize tasks, manage time effectively, and maintain attention to detail in a high-volume environment.


• Demonstrated reliability, discretion, and commitment to delivering high-quality internal and external customer service.


• Previous experience in property management, real estate, or hospitality environments is preferred but not required.


• High school diploma or equivalent required; additional administrative or business coursework or certifications are a plus.


• A highly customer service-oriented professional who excels at finding creative solutions and offering alternative options when requests seem challenging or impossible to fulfill.