Front Office Assistant

Description

Job Summary: The Front Office Assistant supports condominium management in organizing assemblies, updating registration records, and handling operational requests to ensure a smooth and organized transition. Key Highlights: 1. Essential support in condominium management. 2. Responsible for organization and communication within condominiums. 3. Opportunity to work with the Com21 system. The **Front Office Assistant** is responsible for supporting the organization of assemblies, notifications and announcements, registration updates, and operational requests within the system, promoting a smooth and organized transition for the condominium management of Grupo Condonal. **Responsibilities:** * **Documentation Oversight:** Monitor and organize draft minutes, update virtual incident logs, and manage notices for Ordinary General Meetings (OGMs) and Extraordinary General Meetings (EGMs); * **Registration Management and Com21 System:** Update access registrations for residents and representatives, configure the Com21 system according to the condominium’s needs, and post minutes on the Com21 portal for consultation; * **Communication and Client Relationship:** Provide direct support to the syndic, copying involved consultants; create and distribute announcements, informational bulletins, and circulars to keep all parties informed about changes and relevant activities; * **Assembly Organization:** Prepare essential documents and materials for assemblies, such as attendance lists, delinquency statements, and negative certificates; manage planning for OGMs; * **Administrative and Operational Control:** Manage resident move-in/move-out schedules, distribute mail packets to condominiums, issue notifications and fines for non-compliant units, and coordinate purchase requests and material dispatches to the responsible department; * **Financial Support:** Provide duplicate payment slips and assist in managing financial documents required for condominium administration. **Technical Requirements:** * Completed high school education (a bachelor’s degree in Administration, Condominium Management, or related fields currently in progress is preferred); * Knowledge of administrative routines; * Prior experience in customer service or administrative tasks; * Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook); * Familiarity with the Com21 system will be considered an advantage; * Strong writing skills and clarity in written communication. **Behavioral Requirements:** * Organization and Attention to Detail. * Effective Communication. * Proactivity. * Flexibility and Adaptability. * Teamwork. * Ethical and Discreet Conduct. **Work Schedule:** Monday through Thursday, from 8:00 AM to 6:00 PM; Friday, from 8:00 AM to 5:00 PM. **If you are interested in this position and wish to join our team, we would love to get to know you!** **Apply now and grow with us!**