PHYSICAL REQUIREMENTS AND 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 sit and stand for extended periods of time.
• Outdoor set up work required for events.
• Talking and listening occur continuously in the process of communicating with clients, guests, supervisors, associates, and vendors.
• Must be able to communicate both on the phone and in person in order to resolve issues related to the business.
• Must have finger dexterity for typing/using a keyboard.

• Must be mobile enough to move around the office and during outside events, including walking on uneven surfaces and standing for long periods of time.

  Tools & Equipment Used:

• Office equipment; computers, printers, fax machine, etc.

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

Skills & Qualifications:

• Excellent written and verbal communication skills.
• Highly organized with strong time management skills and attention to detail.
• Proficient in Microsoft Office, Google Workspace, and Zoom.
• Experience with HOA platforms (e.g., SmartWebs, ADP, CINC) is a plus.
• Ability to maintain confidentiality and demonstrate sound judgment

Education & Experience:

• Minimum 3 years administrative experience (HOA, property management, or hospitality preferred)

YOUR RESPONSIBILITIES:

Administrative & Executive Support

• Manage the General Manager’s calendar and correspondence.
• Draft and distribute professional communications, internal memos, and board materials.
• Maintain and organize confidential files, operational records, and vendor contracts.

Board & Governance Coordination

• Prepare and distribute Board and Committee packets, agendas, and meeting minutes.
• Track Board decisions and ensure follow-through on assigned action items.
• Coordinate logistics for meetings and hearings (in-person and virtual).

Financial & Project Oversight

• Assist in tracking department budgets and project timelines.
• Support expense reporting, vendor invoice reconciliation, and budget preparation.
• Help manage documentation and timelines for capital improvement and maintenance projects.

Operations & Compliance Support

• Liaise between the General Manager and internal departments to ensure communication flow.
• Maintain and organize compliance records and homeowner correspondence.
• Document and log notable member or vendor interactions for internal use.

Event & Communication Coordination

• Assist with scheduling, prep, and post-event wrap-up for HOA events and initiatives.
• Provide backup support at the Front Desk or events as needed.

Skills & Qualifications:

• Excellent written and verbal communication skills.
• Highly organized with strong time management skills and attention to detail.
• Proficient in Microsoft Office, Google Workspace, and Zoom.
• Experience with HOA platforms (e.g., SmartWebs, ADP, CINC) is a plus.
• Ability to maintain confidentiality and demonstrate sound judgment.

Education & Experience:

• Minimum 3 years administrative experience (HOA, property management, or hospitality preferred).

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 sit and stand for extended periods of time.
• Outdoor set up work required for events.
• Talking and listening occur continuously in the process of communicating with clients, guests, supervisors, associates, and vendors.
• Must be able to communicate both on the phone and in person in order to resolve issues related to the business.
• Must have finger dexterity for typing/using a keyboard.
• Must be mobile enough to move around the office and during outside events, including walking on uneven surfaces and standing for long periods of time