COMPUTER SKILLS:

Must be knowledgeable of and proficient in: Word, Excel, Outlook and Internet/E-mail.

ORAL /WRITTEN COMMUNICATION SKILLS:

Must be able to converse with homeowners in a clear, concise, understanding and sensitive manner. Must be able to write basic letters and professional letters. Must be adept in one-on-one communications, and have superior telephone demeanor/skills. Must be an attentive, aware listener, and must have the ability to be firm at times and flexible at other times and to recognize the appropriate time for each. Must be able to organize work load, setting priorities for time management and completing projects with minimum direction.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION & EXPERIENCE:

• High school diploma or general education degree (GED)

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 mobile enough to move around office in order to make copies, send mail and faxes.
• Must be mobile enough to walk the facilities, including up and down stairs and exterior pool, landscape, parks and recreational areas.
• Must be mobile enough to move around during outside events, stand for long periods of time and lift up to 25 pounds.
• Must be able to hear in order to receive telephone calls and voice mail messages. Must be able to respond to requests and communicate to staff, coworkers, clients, and vendors; talking and hearing occur continuously in the process of communication.
• Associate is required to work at a personal computer for extended periods of time, as well as talking on the phone for extended periods of time. Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.

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.

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. All offers of employment with FirstService Residential are contingent upon a satisfactory background check

JOB RESPONSIBILITIES:

• Overseeing new homeowner set up; coordinate with Sales Office and/or FirstService Residential Escrow Department for new homeowner information and escrow closings; Set up tenant information for rented units; Distribute “Welcome Packages”; Obtain Property Profiles and Age Verifications
• Set up transponders and key fobs; Distribute access items and update software system with resident information
• Maintain, update and assist residents and gate personnel with Gate Visitor Access System (DwellingLive)
• Prepare Daily Report
• Organize and oversee all office files and filing systems; File homeowners’ correspondence, architectural applications, and property management files appropriately; File all vendor documents, contracts and insurance records appropriately
• Check files as necessary for required documents; i.e. Age verification, ARC applications, Property Profiles; track and log for any discrepancies; Request missing information from residents
• Review “original” forms for best utilization; present recommended changes to GM for approval and implementation
• Ensure “Front Desk” book is kept updated with policies and procedures; Perform staff updates for any necessary changes
• Verify website access requests and submit automated passwords for community website
• Organize and maintain the master key box, including keys and log, ensuring proper identification
• Oversee ordering of office supplies
• Oversee update of Homeowner Directory
• Oversee ordering and recycling equipment toner
• Prepare New Homeowner Label list
• Assist General Manager with preparing the monthly Board information packet
• Assist General Manager in the preparation of the monthly Open Session minutes
• Assist management with weekly property site reviews
• Answer telephones professionally and with a smile, when lodge attendant is unavailable
• Cover front desk duties during mandatory breaks and lunches
• Date and time stamp incoming correspondence
• Distribute incoming faxes to the appropriate recipients
• Collate and photocopy correspondence and/or documents as requested by GM/AGM
• Order office supplies, as necessary
• Order staff uniforms at the direction of the GM
• Price queries as directed by the GM/AGM
• Sign for deliveries
• Calendar daily, weekly, monthly meetings, correspondences and deadlines
• General errands including but not limited too; buying postage stamps, sending postage, purchase miscellaneous items for the Association at the General Manager’s direction
• Greet residents and guests as they enter the facility
• Ensure that homeowners (and homeowner’s guests) log in upon entering the facility
• Assist in interpreting, administering, and enforcing all rules, regulations, and policies as established by the Board of Directors
• Have knowledge of how to handle sign-ups for events, classes, excursions, etc.
• Answer various questions that residents may have regarding facility usage and events
• Assist management in setting up events as needed
• Report and log any issues or concerns residents may have to management
• Report and log any issues or repairs to Facilities Coordinator (FC)
• Have knowledge of facility and answer questions for potential homeowners when needed
• Perform opening and closing procedures, when necessary
• Direct written communication to Board of Directors and the appropriate Association Committee via management liaison
• Ability to document reservations for various rooms
• Prepare and distribute incident reports when required
• Assist Activities Director as directed by the General Manager/Assistant General Manager
• Evaluate facility for neatness and report to AGM/FC
• Performs other duties as assigned by General Manager/Assistant General Manager.

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 mobile enough to move around office in order to make copies, send mail and faxes.
• Must be mobile enough to walk the facilities, including up and down stairs and exterior pool, landscape, parks and recreational areas.
• Must be mobile enough to move around during outside events, stand for long periods of time and lift up to 25 pounds.
• Must be able to hear in order to receive telephone calls and voice mail messages. Must be able to respond to requests and communicate to staff, coworkers, clients, and vendors; talking and hearing occur continuously in the process of communication.
• Associate is required to work at a personal computer for extended periods of time, as well as talking on the phone for extended periods of time. Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard