Do you aim high? Are you genuinely helpful?
Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America's foremost property management firm. We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves.
Is that you? If so, we think you should get to know us.
Performs a wide variety of administrative and staff support services directly related to property
management and the general business operations of the association, coordinates with internal support staff, may assist with minute preparation, mailings, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.
Essential Duties & Responsibilities
1.Assist in the daily operation of all your assigned association's to include administrative and secretarial duties following established Company procedures and guidelines. To the extent that a community specific need/situation arises that may not be applicable to an established procedure/guidelines, the Administrative Assistant should identify and bring to the attention of your immediate supervisor, with any suggestions, as applicable.
2.When answering a call take the time to verify and update customer profiles. Messages are to be handled courteously, accurately and in a timely manner.
3.Open, date stamp and distribute mail daily. Returned mail should be processed weekly.
4.Attend meetings and prepare meeting minutes within a timely manner.
5.Prepare any mailings for review by manager and regional director. Process mailing once approved.
6.If requested process vendor invoices daily by writing the entity number on each invoice, scanning and e-mailing the invoice(s) to the manager. Each invoice needs to be scanned as a separate file.
7.Assist and coordinate work orders for properties as directed by Community Association Manager.
Create work orders from the Call Center when customers call administrative assistants directly.
8.Maintain and update various record logs as applicable, in Connect including but not limited to: sale and lease application, Architectural Modification Forms, key log, and access information log, gate keys/transponders, parking tags, etc.
9.Maintain, update and coordinate resident information in Connect.
10. Conduct research on various topics, and prepare any range of presentations, routine correspondence, departmental communications, periodic reports and analyses and other documents as necessary. Ensure accuracy of communications.
11. May provide additional administrative support as directed, including photocopy and fax documents and check and route voicemail when requested by the manager.
12. Front desk coverage as needed for the Perdido Key office.
13. When requested by the manager, review open calls from the call center in Connect and close the same.
14. Coordinate receipt of closing statement or warranty deed by entering the new owner information and uploading the documents into Connect and forward to Accounts Receivable for processing.
15. Maintain inventory of common areas keys, transmitters and key fobs for residents and re-order as
needed following established procedures.
16. Responsible for all filing as it relates to owner accounts. Managers are responsible for all filing that is not related to an owner account.
17. Upload Minutes, Safety Meeting Minutes, Management Reports and all other pertinent documentation requested by the Community Manager in Connect.
18. Assist residents in general.
19. Assist in identifying potential billing needs in relation to Schedule II of the management contract.
20. Assist with uniform inventory and ensuring policy is upheld.
21. Ensure office supplies are kept at pars and ordered as needed.
22. Comply with all deadlines given.
23. Other duties as assigned.
Additional Duties & Responsibilities
1.Conduct business at all times with the highest standards of personal, professional and ethical conduct.
2.Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
3.May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
4.Ensure all safety precautions are followed while performing the work.
5.Follow all policies and Standard Operating Procedures as instructed by Management.
6.Perform any range of special projects, tasks and other related duties as assigned as requested by the manager.
Prior approval is required by the Operations Manager before starting a special project or task
No supervisory responsibilities.
Education & Experience
Associate's Degree in Business or related field from an accredited college or university, and two to three years of administrative experience; or equivalent combination of education and related experience.
Knowledge, Skills & Proficiencies
Excellent customer service skills.
Excellent verbal and written communication skills.
Detail oriented and strong organizational and multi-tasking skills.
Critical thinking, problem solving, judgment and decision making abilities.
Ability to work with sensitive or confidential information.
Ability to work in a team environment as well as independently and be self-driven
Ability to meet deadlines and work well under pressure.
Strong administrative background.
Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point and Outlook. Proficiency researching the Internet.
Must have knowledge of phone systems.
Tools & Equipment Used
Computer and peripherals, standard and customized software applications and tools, and usual office equipment.
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 lift up to 30 lbs. The incumbent must be able to work extended and flexible hours and weekends as needed.
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.
Work involves no or minimal travel.
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.