Administrative Assistant

at  FirstService Residential

The primary duty of the Administrative Assistant is directly related to assist the association through customer support at the onsite facility which may include administrative and facility reservations, as well as the overall coordination of the management office general operations as directed by the General Manager. This position requires the associate to provide exceptional customer service towards residents while assisting with their requests, outstanding organizational skills and multitasking ability.

SKILLS & QUALIFICATIONS:

• Excellent knowledge of punctuation and grammar. Must be able to proofread accurately both correspondence and cost analysis documents.
• Must be knowledgeable and adept with Microsoft Office.
• Professional attire required.
• Must have administrative background and be able to demonstrate organizational skills and the ability to prioritize.
• Demonstrates effective oral and written communication skills.
• Must be able to independently answer and place telephone calls.
• Must be able to sit at a desk for long periods of time.
• Must have excellent customer service skills.
• Proactive in seeking additional work when assigned tasks are completed.
• Excellent general math skills.
• Proficient in English.
• Understand architectural plans helpful.
• Bilingual Spanish or Arabic helpful.

EDUCATION & EXPERIENCE:

• Some college or technical education.
• Previous customer service experience.

PHYSICAL REQUIREMENTS & WORKING ENVIRONMENT:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Talking and hearing occur continuously in this process of communicating with guests, associates, supervisors, vendors and our clients.

ABOUT US:

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.
Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

EXPERIENCE EXCEPTIONAL SERVICE WITH A FULFILLING CAREER IN PROPERTY MANAGEMENT WITH FIRSTSERVICE RESIDENTIAL.

To learn more about our company and culture, please visit www.fsresidential.com/california

DISCLAIMER:

The above information in this description has been designed to indicate 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.
FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.
Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances.
All offers of employment with FirstService Residential are contingent upon a satisfactory background check

FIRSTSERVICE RESIDENTIAL WILL COMPENSATE THE SUCCESSFUL CANDIDATE IN ACCORDANCE WITH THE POSTED RANGE. THE SALARY OR WAGE PAID TO THE SUCCESSFUL CANDIDATE WILL BE COMMENSURATE WITH EXPERIENCE, EDUCATION, AND SPECIFIC JOB RESPONSIBILITIES. FOR POSITIONS DESIGNATED AT A CLIENT’S PROPERTY, THE SALARY OR WAGE WILL ALSO BE PREMISED UPON THE CLIENT’S DIRECTIVE. THE BASE PAY RANGE IS SUBJECT TO CHANGE AND MAY BE MODIFIED IN THE FUTURE.

Your Responsibilities:

• Responsible for contacting, responding and assisting homeowners with inquiries regarding HOA monthly fees.
• Responsible for registering, recording, submitting and monitoring all revenue received from Architectural/Landscape Application fees, HOA Assessments, and or any other payment received from residents’ onsite or via the online portal.
• Responsible for receiving, submitting and filing invoices in a timely manner for payment through Avid.
• Participate of Board meetings and events when requested.
• Responsible for organizing, keeping track, and ordering office and breakroom supplies, and any other items needed for the Association.
• Coordinates and Executes staff appreciation events including but not limited to Monthly Birthdays, Holiday Parties, etc.
• Responsible for keeping the building’s operating system (website portal, Connect, Buildinglink, etc.) updated with accurate information and files.
• Must be able to handle multiple tasks concurrently and maintain confidentiality.
• Verbally articulate to answer phone calls from clients and staff, including handling calls that do not necessarily need the attention of the General Manager.
• Attend to errands as determined by General Manager.
• Ability to work well under pressure and deadlines related to the position.
• Ability to be flexible and be able to move from one job to the next depending on ever changing priorities.
• Intercept homeowner complaints for General Manager and direct to the appropriate party for resolution.
• Greet all guests for General Manager at the front desk, offer coffee, and inform them when they will be brought back to meet with the appropriate party.
• Send out meeting notices to all participants; secure an agenda before the meeting.
• Receive, review, organize and file all incoming mail: Direct any outside correspondence to General Manager on items that require his/her review.
• Update resolution books and the policy logs as needed.
• Organize file system, hard copy files and computer e-drive files, and complete filing as necessary.
• Create Newsletter Blurbs/ review weekly and revise if needed.
• Add/Delete Residents from Mail Chimp.
• Send Welcome Letter/ Packet for new residents/ move in process.
• Add new residents to BL and CONNECT/ delete residents from BL.
• Order name badges and business cards and engineering/loading dock uniforms.
• Impromptu meeting/ touch base with General Manager.
• Make, print, laminate signs for different departments when needed.
• Assist residents with Amenities questions when team is not available.
• Process Architectural Modification and Landscape Applications.
• Resident Concerns/ Complaints.
• Architectural Applications inquires.
• Resident Registration Form Updates.
• Maintenance Issues.
• Submit work orders for Residents when necessary.
• Set up appointments with residents and Engineering to access noise, smell, leak.
• Monthly generator testing email communication to residents and nearby companies.
• Leaks questions/ insurance info/ summaries/ KeyTrak access.
• Weekly compliance drives around the community.
• Create and process violation letters in a timely manner.
• Pay Invoices to AVID/ charge resident assessments.
• Answer Emails/send policy for in-unit service.
• Set up appointments/ submit work order/ reserve new amenity for in-unit service.
• Confirm payment and appointment for in-unit service

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Talking and hearing occur continuously in this process of communicating with guests, associates, supervisors, vendors and our clients