Sorry, this job is no longer accepting applications. See below for more jobs that match what you’re looking for!

On Site Administrative Assistant

Expired Job

Firstservice Residential Chicago , IL 60602

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.

Job Responsibilities

To assist Property Managers in all aspects of work as required and exercise discretion and judgment, with the authority to make independent decisions as well as to communicate fully with Property Managers on relevant aspects of work. The Administrative Assistant must master working knowledge of all FirstService Residential systems as they are required to produce owner mailings, ledgers, daily reports, etc. In addition, working knowledge of Buildinglink which is the Association chosen community website and primary communication tool.

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

File Support

Administrative Assistant will be primary support for filing Vendor invoices, Resident filing, Project filing, Notice filing, and will have a minor role uploading documents to scanner files. Create new files and/or added titles as requested by Managers. At the end of each year, assist with transferring year-end files, file turn over, creating next year's files as directed by the Manager.

Customer Service

Interact with and assist residents, unit owners, and vendors either by phone, email, fax, or in person, whichever is appropriate both at the front desk and in the management office. Package delivery services in special occasions. Collect information for the Assistant Property Manager use in scheduling moves, community room reservations, construction and renovation packets. Return routine phone calls and follow up on email and other messages as needed. Ensure the telephone is answered properly and messages are handled courteously, accurately and in a timely manner. Run interference for internet service interruptions.

Document Creation, Follow-up and Updates

Create and update vendor lists, parking lists, owner certificate of insurance data, and various other types of correspondence as needed. Aid in creation of notices and plan with the appropriate individual for pick-up and posting as directed, removing postings as needed. Photocopy documents needed for meetings and assist with meeting and building event set up. Prepare orientation packages for new resident orientations. Assist with monthly and weekly report information, including any relevant copying.

Coverage for Vacations

Administrative Assistant will cover for vacations by picking up additional duties that may be required and are not specific to licensed property management duties. Collect caller information and return or route calls as needed, communicate with Property Supervisor as needed in Manager absence. In some instances, the Administrative Assistant will be on duty when both Managers are unavailable.

Additional Miscellaneous Work

Maintain security deposit records. Update building related forms and lists, check lists, perform any additional tasks requested by Property Managers.

Additional Duties & Responsibilities

  • Practice and adhere to FirstService Residential Global Service Standards.

  • Conduct business at all times with the highest standards of personal, professional and ethical conduct.

  • 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.

  • 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.

  • Ensure all safety precautions are followed while performing the work.

  • Follow all policies and Standard Operating Procedures as instructed by Management.

  • Perform any range of special projects, tasks and other related duties as assigned.

Education & Experience

  • Bachelor's Degree in business or related field

  • Certificate in Microsoft Office preferred

  • Minimum 3 years' administrative experience working in a fast-paced, professional office setting.

  • Minimum 5 years' customer service experience in an office setting.

  • Must have strong proficiency in Windows and Microsoft Office, (Outlook, Word, Excel and VBA, PowerPoint etc.)

  • Real estate experience a plus.

Knowledge, Skills & Proficiencies

  • Flexible and willing to assist team members

  • Interact effectively, communicate clearly, and understand meeting the needs of others.

  • Excellent organization, planning, motivation and interpersonal skills.

  • Critical thinking, complex problem solving, judgment, and decision making ability.

  • Must have a strong work ethic and be detail-oriented with excellent multitasking skills.

  • Ability to prioritize work, meet deadlines and work well under pressure.

  • Ability to work with sensitive or confidential information.

  • Ability to work in a team environment as well as independently and be self-driven.

Tools & Equipment

  • Computers

  • Fax and Copier

  • Postage Machine

  • Document Mailer

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
IBS Assistant Site Manager

Genuine Parts Company

Posted 7 days ago

VIEW JOBS 12/4/2018 12:00:00 AM 2019-03-04T00:00 Job Description Position Mission: Provides management assistance in a company-owned Integrated Business Solutions (IBS) location or locations. Develops quality personnel, sets high performance standards, and uses company training resources to ensure the efforts and accomplishments of employees are recognized. Assumes responsibility for inventory protection, asset management and operational issues. Ensures overall cleanliness of the site, stock room and outside areas. Fosters a positive relationship between the customer and staff through meetings and open discussions. Responsibilities * Customer Satisfaction * Inventory Management/ROI * Utilization of available tools for tracking value added items for the customer * Maintain and develop local non-NAPA vendor relationships * Responds in a timely manner to customer purchase and service questions. * Understands, interprets, and complies with all contract requirements and ensures the operation is meeting customer expectations. * Works closely and communicates with company and the customer management team to develop strategies to ensure the overall value of the IBS program. * Understands and maintains the TAMS buy-out PO process. * Ensures the site is using the approved non-company line codes appropriately. * Sources all parts needs for customers by utilizing various approved IBS vendors. * Ensures performance against service level goals per our IBS customer agreements. * Ensures proper processes and procedures are utilized to minimize inventory shrinkage. * Ensures merchandise is received in a timely and accurate manner as well as put away in the stockroom in an appropriate manner. * Creates a safe work environment, ensuring required hazmat training is completed timely. * Understands and complies with company and customer company policies. * Bar codes inventory and places in appropriate bin locations. * Returns non-company excess inventory. * Works in unison with the Site Manager ensuring all daily/weekly/monthly reconciliation items are handled per policy and procedure guide. Builds relationships and assists with the negotiation of non-company vendors on pricing, inventory, and service and return privileges. * Follows all IBS policies and procedures. * Completes all available IBS operations training provided by company. * Must use the non-company approved line codes appropriately. * Perform any task as assigned by Site Manager. Qualifications * HS Diploma or equivalent required. * Technical school, and/or college degree a plus. * ASE certified within twelve months. * Ability to manage two or more people prioritize and delegate to team members. * Strong communication skills. * Detail oriented. * Requires demonstrated leadership in the automotive after-market industry, preferably an automotive parts department, dealership, jobber, heavy duty and/or fleet establishment. * Possess working knowledge of the organization's store services. * Must possess high character and integrity. * Capable of providing strong leadership to the operation to create a high performance team i.e., customer focus, open communication, willingness to coach and provide feedback. * Possess personal drive, self-motivation and initiative to accomplish Company goals and objectives. * Must enjoy working in a fast-paced setting and possess an ability to remain calm under pressure. * Insure proper maintenance and protection of Company store facilities, equipment, inventory and all physical assets of the company. * Have a willingness and ability to learn. * Possess analytical problem solving skills. * Capable of operating a point-of-sale system and cataloging. * Proficient in Microsoft Office and using internet for parts research and sourcing. * Ability to learn and use customer fleet management software. * Work Environment:The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Fleet shop environment, employee could be exposed to loud noise, fumes or airborne particles * While performing the duties of this job, the employee is regularly required to stand, walk, talk and hear. * The employee is often required to sit and stoop, kneel, crouch, climb and crawl. * The employee is frequently required to lift and move product of up to 60 pounds. * Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. * The employee must be capable of moving engine blocks, core barrels, and other heavy equipment with moving aids designed to move such items, including hand trucks, barrel dollies, hydraulic lifts, etc. GPC believes the fair and equitable treatment of employees, customers, suppliers and other persons is critical to fulfilling its vision and goals. GPC conducts its business without regard to sex, race, creed, color, religion, marital status, national origin, age, pregnancy, sexual orientation, gender identity, genetic information, disability, military status, status as a veteran, or any other protected characteristic. GPC's policy is to recruit, hire, train, promote, assign, transfer and terminate employees based on their own ability, achievement, experience and conduct and other legitimate business reasons. Genuine Parts Company Chicago IL

On Site Administrative Assistant

Expired Job

Firstservice Residential