Administrative Assistant

at  FirstService Residential

JOB OVERVIEW:

FirstService Energy is the trusted energy advisor and affiliate company of FirstService Residential. FirstService Energy offers customized and cost-effective efficiency solutions, energy purchasing programs, data services, and more, to reduce the carbon emissions and operating costs of properties managed by FirstService Residential. FirstService Energy guides HOA boards to make wise decisions based on cost savings, property owner value, and long-term regulatory compliance.
As an Administrative Assistant, you will be responsible for a mix of administrative and project management/coordination skills to support its team and client needs. FirstService Energy is looking for an entry level proactive and energetic individual to join its growing team. This individual will need to work quickly and efficiently in a high-paced environment while remaining focused on their daily tasks and responsibilities.

QUALIFICATIONS & SKILLS:

• Undergraduate degree
• Detail-oriented
• Excellent organization and digital file management skills
• Excellent English writing and proofreading skills
• Strong administrative skills
• Self-motivated/ Self-starter
• Able to work independently toward goals
• Strong follow-up skills
• Creative thinker who can provide innovative solutions to problems
• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Publisher)

Not required but would be helpful to have based on the department functions

• Familiarity with building construction, energy, and/or building management is a plus but not required.
• Holds an active notary license in NYS.
• Has a passion for the environment and sustainability concepts and solutions.

Physical Requirements/Working Environment

• This position works under usual office conditions. The employee is required to work at a personal computer as well as be on the phone for extended periods of time. Must be able to stand, sit and walk and occasionally climb. The incumbent must be able to work extended hours as needed and instructed by supervisor. Physical demands include the ability to lift up to 30 lbs.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Travel

• Work may involve travel for education and internal summits.
• The above information on 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.

• Manage, track, and process annual broker license documents to meet deadlines and filing requirements, including working with internal and external council and third parties.
• Manage TC program for NYC buildings including; Maintaining accurate TC lists in Smartsheet, monitoring of TC email account, sending out communications for annual affidavit process and TC events to managers and buildings staff, maintaining strong relationships with utility TC program managers, collecting, verifying and submitting completed TC affidavits by due date annually, monitoring utility bills for affidavit fees and resolving fee-related issues with utilities and property managers.
• Oversee the FirstService Energy helpdesk program including; assigning open tickets daily, following up on open or pending status with team members, creating and distributing weekly summary of open tickets, and working with the development team on improvements and additions.
• Monitor team email boxes (info and energy) and create helpdesk tickets as needed to resolve requests.
• Assist on projects as directed, to achieve department deadlines and client deliverables.
• Assist with onboarding new team members by providing all required platform access, welcome packages, branded swag delivery, tours, and introductions.
• Maintain utility manager relationships and assist with issue resolution.
• Various administrative tasks as requested including but not limited to;
• Assisting with utility bill issue resolution;
• Meeting and event scheduling as directed;
• Drafting department memos for internal and external use;
• Assisting with NYC Energy Grade placard distribution;
• PO Box mail pick up and distribution;
• Coordinating client meetings, catering, and materials preparation;
• Ordering branded team swag;
• Preparing and creating presentation/pitch decks for delivery to clients/property managers as directed;
• Following up internally (associates) and externally (clients) as directed or as needed;
• Assisting with proof-reading of internal and external materials before publication;
• Providing ongoing administrative support to team members.