Administrative Assistant

Job Overview:

The Administrative Assistant supports the daily operations of the SAMLARC Business Office through a wide variety of customer and staff support services. As the first point of contact for residents, vendors, and visitors, the Administrative Assistant initiates positive relationships through helpful and professional interactions. This position requires exceptional customer service skills, outstanding organizational skills, and the ability to multitask in a dynamic environment. The Administrative Assistant reports to the Communications Manager, focuses on customer relationships, and provides administrative support to multiple departments as requested. Candidates who enjoy problem-solving, establishing positive relationships, and supporting other team members will find this role fulfilling.

Compensation: $20-22/hr

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.

Job Responsibilities:

• Serve as first point of contact for homeowners, visitors and vendors, establishing a welcoming environment through positive and helpful interactions.

• Promptly respond to phone, in-person, and email inquiries with accuracy, empathy, and professionalism; obtain pertinent information prior to escalating to other departments or external agencies

• Requires visibility of and frequent interfacing with SAMLARC mailings, high-visibility projects, local news, and other activities that may influence resident inquiries; collaborate with Communications Manager to create formalized responses as necessary

• Maintain office/kitchen/lobby/conference room environment, including tracking use of and ordering/purchasing/picking up stationery and breakroom supplies

• Schedule office equipment/building services (e.g., print services, phone/internet service); ensure work has been completed to satisfaction and maintain records of services

• Accept, log, and mail homeowner assessment checks, verifying that payment is credited to the appropriate account

• Update and maintain accurate databases, including: Resident website access (input new residents, remove ex-residents); Subordinate Association community manager contact information; visitor log; frequently-asked questions; associate directory; printed/mailed document requests from homeowners

• Update the SAMLARC website with facility closures, contact information, holiday hours, meeting information, and other basic content; work with Communications Manager to respond to frequently asked questions through the website

• Administrative support for all departments as requested:

• Assist with PDF document compilation and distribution

• Attend Committee and Board meetings to take notes

• Prepare draft Minutes for review

• Prepare temporary signage for posting throughout the community

• Assist with event registration or materials prep

• Pick up/purchase/deliver materials/supplies

• Prepare conference room for meetings (e.g., set up virtual meeting equipment, refreshments, and meeting materials)

• Receive and distribute packages and deliver outgoing mail to USPS daily

• Coordinate individual associate recognition mementos (e.g., birthdays, anniversaries)

Skills & Qualifications:

• Excellent customer service skills, including the ability to anticipate future questions and/or frustrations in a solutions-oriented and knowledgeable manner

• Detail-oriented, with excellent knowledge of business writing, grammar, and proofreading

• Exercise good business judgment with prioritization of confidentiality

• Independent self-starter; proactively researches improvements to customer service and/or office management

• Flexible and organized; must be able to competently complete concurrent tasks with competing priorities

• Skilled in Microsoft Office Suite (Outlook, Excel, and Word required)

• Bilingual Spanish helpful

Education & Experience:

• High School Graduate or equivalent.
• A minimum of one (1) year of administrative assistance/customer service work, preferably in community management or private/public recreation.

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 35 lbs.

• Ability to lift, push and move equipment and furniture.

• Must be able to sit and stand for extended periods of time.

• Outdoor setup 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.

• Hours over and above normal office hours will occur, including evenings, holidays, and weekends. Schedule is subject to change based on business needs. SAMLARC July 4th event, the Christmas Tree Lighting event, and SAMLARC Election are required events.

Tools & Equipment Used:

• Must have a valid California driver's license

• Must have own reliable transportation

• Must have State mandated vehicle insurance

What We Offer:

• Medical, dental, and vision plans (full time and part time 30+ hours)

• Part time 20+ hours qualify for dental and vision

• 401K match

• Time off including vacation, sick, and company paid holidays

• Pet insurance available

• Verizon discount

• Tuition reimbursement

• Legal services

• Free emotional wellbeing and daily life assistance support for all associates

• Domestic partner coverage

• Health savings account

• Flexible spending account

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.