Office Admin/Assist. Community Manager

Firstservice Residential Los Angeles , CA 90009

Posted 1 week 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.

See if you are a match!

See how well your resume matches up to this job - upload your resume now.

Find your dream job anywhere
with the LiveCareer app.
Download the
LiveCareer app and find
your dream job anywhere

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Community Development Relationship Manager


Posted 3 days ago

VIEW JOBS 9/21/2018 12:00:00 AM 2018-12-20T00:00 Originates and manages a portfolio of community development loans. Manages special programs, grants and relationships with community groups to ensure the Company meets Community Reinvestment Act (CRA) goals in meeting unique credit needs of low to moderate income communities within assigned areas. Impact on the Business * Support the growth of the community development loan portfolio by sourcing, underwriting and closing high quality CRA-qualified lending and investment proposals, (underwriting includes conducting due diligence, including borrower, market, credit and financial analysis, legal document review and compliance requirements). * Complete high quality credit memos. * Generate pipeline transaction opportunities to ensure the department meets annual goals in the current CRA exam cycle. Represent the Company at community-sponsored meetings and events including advisory, board and loan committees and fundraising events. * Establish and maintain relationships with community groups to assess community credit needs, surface community concerns as they arise and coordinate and facilitate Company responses from within and outside the department. Customers / Stakeholders * Lead all negotiations with clients and/or agent banks. * Interact with credit approvers as necessary, executing the approval and closing process with autonomy and in full compliance with all Community Development and Bank policies and procedures * Coordinate with other internal departments to obtain approvals. * Collaborate with other Company units and community development lenders as required to meet Company CRA goals. * Provide superior customer service opportunities for CRA credit. Leadership & Teamwork * Assist in developing new programs, products and/or delivery systems to meet community credit needs. * Engage in, and identify for other HBUS staff, community development service opportunities for CRA credit or other Company products and services. Operational Effectiveness & Control * Manage assigned credit portfolio to maintain full compliance, including monitoring reporting and covenant requirements, completing annual reviews, ensuring regulatory compliance and resolving all issues related to the assigned portfolio. * Implement and steward CRA contributions for assigned region or clients, in a manner consistent with all departmental and Company policies. * To implement the Group compliance policy locally by containing compliance risk in liaison with the Head of Group Compliance, Global Business Compliance Officer, Area Compliance Officer or Local Compliance Officer, ensuring adequate compliance resources and training, fostering a compliance culture and optimizing relations with regulators. * Complete other responsibilities, as assigned. Major Challenges * Role holder must be able to work with external customers and organization business partners and deliver quality products that will satisfy CRA targets. * Role holder must work with internal departments to issue and process quality loan products that will satisfy CRA targets. Role Context * Community Development is charged with executing and monitoring the HBUS compliance program for the Community Reinvestment Act. It comprises several groups including Regulatory Reporting Community Development Production and CRA outreach and incorporates finance, operations and credit support. The group monitors the CRA eligible activity in a range of other business units as well as generating loans and equity, and managing a portfolio. Overall the group takes the lead in identifying credit needs in low to moderate income areas within the Bank's footprint and demonstrates responsiveness to community needs. * The business generally makes loans to Community Development Financial Institutions (CDFIs) and Community Development Corporations (CDCs) and national intermediaries that meet CRA requirements through affordable housing development, economic development and other activities and services targeted to low to moderate income individuals or communities. This activity is crucial to the Company to comply with CRA provisions and maintain an outstanding rating in community development activities in geographies serviced by the Company. Management of Risk * Ensure compliance, operational risk controls in accordance with HSBC or regulatory standards and policies; and optimize relations with regulators by addressing any issues. * Physical Demands/Work Environment: Very good working conditions. Little or no physical demands. Minimal handling of light materials.The physical demands/work environment described above are representative of those that must be met by an employee to successfully perform the essential duties of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties. * Responsible for compliance with CRA regulatory obligations and all other operational/business risks. Observation of Internal Controls * Maintains HSBC internal control standards, including timely implementation of internal and external audit points together with any issues raised by external regulators. * Minimum of five years proven and progressive banking experience or equivalent, including typical bank policy and procedures and regulatory and compliance restrictions or relationship management experience or equivalent. * Minimum of a bachelor's degree in business, finance, public administration, related field or equivalent experience. * Bank credit training or equivalent experience. * Strong communications, project and time management and presentation skills; including platform speaking and development of presentations. * Excellent negotiations, analytical and decision-making skills. * Strong knowledge of bank loan and investment products, particularly CRA industry products. * Knowledge of the community development industry and Community Reinvestment Act. * Ability to travel. EEO/AA/Minorities/Women/Disability/Veterans Hsbc Los Angeles CA

Office Admin/Assist. Community Manager

Firstservice Residential