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Forward Planning Administrative Coordinator

Expired Job

Firstservice Residential Irvine , CA 92606

Posted 5 months ago

FirstService Residential Assocaition Service (FSAC) is a leading forward planning division of FirstService Residential. This position is primarily responsible to provide operation and project support to the FSAC team. In addition this position serves as back-up to the Company Administrative Assistant position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

A. Financial Administration:

  • Prepares all FSAC invoices on a monthly basis. Ensures that each invoice is generated, reviewed and mailed in accordance with Corporate Accounting timelines. Reviews all final invoices to ensure accuracy.

  • Troubleshoots on all invoice preparation as requested for all contracts.

  • Partners with Corporate Accounting and FSAC leadership on all necessary contract change orders.

  • Coordinates the billing and invoicing of all consulting time and client reimbursable.

  • Prepares a monthly reports to include; invoice summary, contract component, value remaining

  • Coordinates the implementation of the FSAC Collection Policy. This includes report generation, report monitoring, receivable summary to the consultants, client correspondence, corporate accounting correspondence, follow-up

  • Coordinates with Corporate Accounting and FirstService Residential's insurance vendors in obtaining current insurance certificates associated with FSAC contracts

  • Maintain and update the company database and client list

  • Trained as a support for Bureau of Real Estate (BRE) budget services.

B. Administrative Duties:

  • FSAC contract administration -- prepares requested contracts and cover letters, track in FSAC database, coordinates signatures and mailing, preparation of change orders, preparation of weekly contract and change order reports.

  • Maintains client/consultant informational databases as it relates to client service delivery.

  • Proof reads all correspondence asked to distribute.

  • Coordinates messenger service(s) when necessary.

  • Forwards all mail, special deliveries (i.e. FedEx, UPS or other messenger services), and emergency items as soon as they are received to DOFP

  • Returns phone calls as needed.

  • Generates weekly and monthly business development reports to monitor leads.

  • Maintain FSAC monthly calendar for AVP, MAS to include teams report deadline

  • Prepare documents for signature, as needed.

  • Coordinates all internal FSAC and any FirstService Residential (FSR) transition or informational meeting; Coordination includes:

  • Scheduling meetings as requested.

  • Preparing agendas, topics, attendees, minutes, next steps, sending meeting notifications, following up with meeting reminders, confirming reservation of meeting location, ensuring necessary supplies and equipment are in place, etc

  • Assist Senior Vice President with special assignments such as annual business plan updates.

C. Business Development Administrative Functions:

  • Assists in the coordination, planning and implementation of all industry related/business development functions. Such functions include PCBC, ULI and BIA.

  • Assists in the implementation of the FSAC Strategic Marketing/Business Development Plan.

  • Assists in the creation and distribution of all FSAC generated service proposals.

  • Organizes and monitors a file library for all FSAC client proposals.

  • Maintains client/consultant informational databases as it relates to business development and marketing for potential clients.

D. Corporate and Industry Involvement:

  • Collaborates with FirstService Residential personnel with regard to policies and procedures affecting shared data.

  • Collaborates with FSAC and FSR designated team member(s) on the transition of the "pipeline" to FSR.

QUALIFICATIONS

Skilled in the use of Microsoft Office, Word, Outlook and Excel.

Good communicator in both written and verbal format.

Strong customer service skills and enjoys working collaboratively with FSAC team. In general, enjoys working in support of the internal team to ultimately support the growth and success of the FSAC and FSR companies.

Has an ability to handle multiple priorities and to work under strict deadlines.

Is detail oriented and achieves a high level of accuracy with work performed.

Follows quality system procedures.

EDUCATION and/or EXPERIENCE:

Previous experience in the community management and or forward planning desired


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Forward Planning Administrative Coordinator

Expired Job

Firstservice Residential