Office Admin/Assist. Community Manager

Firstservice Residential Los Angeles , CA 90009

Posted 3 months ago

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.

Essential Duties & Responsibilities

  • Maintenance of accurate and complete records as required to properly and effectively implement the Enforcement and Architectural Programs. This includes homeowner computer files, violation reports and correspondence, hearing correspondence, plan submittals (pending, approved and denied), homeowner correspondence, tract maps noting status of each lot, etc.

  • Direct liaison for architectural and violation needs of several communities.

  • Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents that are related to ACC/DRC activities, take minutes during DRC meetings, and prepare responses to applications for residents.

  • Interacts and follows up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association when necessary.

  • Consistent use and maintenance of information in Connect, Tasks, ADRC and other FirstService database programs as assigned.

  • Submit all charge-backs for association(s) via chargeback systems, including but not limited to violation fines and architectural submission fees per the clients' management contracts.

  • Perform site reviews and related correspondence and follow-up as assigned.

  • Must have reliable transportation and be able to drive to other work locations, perform site reviews, pick up supplies, etc.

  • Coordinate Design Review/Architectural Committee or Landscape Modification Application process, collect application forms and supporting documents, enter data in Connect, and prepare material for DRC consideration.

  • Prepares for and attends all Architectural/Design Review Committee meetings and Covenant/ERC Committee meetings as designated by association requirements

  • Preparation and distribution of monthly reports and agenda packets.

The admin portion of the role includes

  • Track requests and monitor calendar for conference call lines, ensuring there are no duplicates.

  • Prepare GSO envelope a minimum of twice per week for corporate mail, and prepare GSO labels for staff as requested.

  • Check all printers/copiers to ensure supplies are fully stocked at all times.

  • Type dictation or other required documents from Community Management staff.

  • Run errands as requested by direct supervisor or other members of the leadership team, which requires dependable transportation, vehicle insurance and a valid driver's license.

  • Input Copitrak sheets once per week.

  • Understand process to distribute keys/fobs to residents for each community.

  • Process petty cash reimbursement once per month, 1st Monday of each month, or more if necessary.

  • Maintain a three-day turnaround time (unless otherwise specified) of work on their desk. If problems arise in this respect, contact the supervisor to ensure the work gets back to the Community Management staff in a timely manner.

  • Must be willing to take on additional assignments based on business needs. May be requested to work overtime from time to time.

  • Be prepared to take calls from Board Members and homeowners and attempt to assist them, keeping our global service standards in mind. If the Administrative Assistant does not have the information, inform the caller that they will work with staff to obtain the information.

  • Support staff as requested to complete filing, administrative duties of board packet completion and sending appropriate documents to storage. Support ACMs with homeowner filing once per week, as needed.

  • Serve as primary or alternate "point of contact" for staff absences with regard to issuing team-wide email notification. Serve as an ACM "buddy" for others who may be out sick or on vacation.

  • Be the primary liason for AVID, connect updates, and any additional related admin duties.

ACM Duties:

  • Supports a team of community management staff through timely completion of assigned administrative and project duties.

  • Produce requested reports for board packets in a clean, orderly, and professional fashion.

  • Update and generate all required association and management reports.

  • Coordinate with CM's for processing of all required minutes and newsletters.

  • Coordinate all meeting logistics as required.

  • Submit all charge-backs for association(s) monthly.

  • Obtain bids for services and special projects and create RFP and comparison spreadsheets as requested by CM.

  • Manage parking stickers, hang tags, pool keys, clubhouse reservations, web site, and safe listing for assigned properties.

  • Act as backup when CM is on vacation, sick days, or out of office.

  • Maintain community profile, portfolio, policy notebooks, association manuals and any annexation documents.

  • Conduct occasional walkthroughs as agreed with Regional Director/Manager not to exceed 6 hours/month.

  • Organize and maintain all homeowner and administrative files & perform annual association file cleanout in accordance with company standardized hard copy and electronic system.

  • Assist CM in all administrative duties.

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Office Admin/Assist. Community Manager

Firstservice Residential