Administrative Assistant

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.

POSITION SUMMARY:

This position provides a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

POSITION RESPONSIBILITIES:

• Performs inspections of all common grounds, taking note of any deficiencies followed by the preparation of action plans.
• Responds to phone calls and correspondence in a timely, professional manner within 24 hours of receipt of internal or external email or call understanding that in many cases a simple acknowledgement will do until resolution is realized.
• Develop and maintain a working knowledge of the Associations’ Rules and Regulations per property
• Conduct daily inspections of lots and homes for the purpose of identifying violations of Rules and Regulations.
• Ensures compliance with the monitoring of licensure, permits, and other regulatory requirements for the Association as it relates to ACC Applications.
• Conduct regular inspections of Home Lots and homes for the purpose of identifying violations of Governing Documents.
• Work with Home Owners to provide guidance regarding plans of corrective action to achieve goal of compliance.
• Prepare documentation with supporting evidence to substantiate violations that are being present to the Board of Directors and the Penalty Review Committee for their respective deliberations. Prepare information packets for all respective Board Members or Committee Members along with a summary of events and supporting documents.
• Ensures compliance with the monitoring of licensure, permits, and other regulatory requirements for the Association as it relates to ACC Applications.
• Liaise with the Architectural Control Committee including but not limited to reviewing all ACC applications to ensure accuracy, inputting all ACC applications into applicable system, arranging for security deposit, attending all ACC meetings, recording and producing meeting minutes, recording all ACC decisions on application, recording and producing decision letters, communicating with Home Owners on the status of their application as well as answering any and all questions related to ACC policies and procedures, receiving inspection requests, performing compliance inspections, submitting for security deposit refunds, distributing refunds, and ensuring that all signatures are obtained to close and file the application.
• Document violations; follow-up via violation process by recording and entering violations into the system and giving the hard copies to the Property Manager.
• Take photos of each violation on each property.
• Send Courtesy and Fine notices as required.
• Ensure copies of such notices are distributed and filed as required.
• Complete a follow-up inspection on approved requests, to ensure what was approved was completed.
• Complete and send daily and weekly violation reports to Property Manager.
• Provide reports and logs to Property Managers for inclusion in weekly highlights and monthly reports.
• Provide a weekly summary of properties inspected and number of violations to direct supervisor for the purpose of providing the information to the Senior Managers as well.
• Send Supervisor daily calendar listings of all properties and number of violations for the day. Calendar will be cumulative for the month and will be monitored when visits are being made.
• Take last month’s violation list to each property and see if that violation has been corrected or if it is now a potential 2nd or 3rd violation. (Which is also recorded the same).
• Provide five-star customer service at all times by attending to all calls and messages immediately.
• Follow safety procedures and maintain a safe work environment.
• Reads, understands and maintains current knowledge of state regulatory statutes and each client’s community documents, policies and procedures.
• Assist residents in properly submitting Architectural Control Applications.
• Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Eager to learn new systems
• Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
• Point person for point of sale system (Jonas) for all departments
• Checks sales daily to ensure that end of day was done properly to bath sales
• Point person for phone system (Nexogy) for all departments
• Point person for ordering of clubhouse supplies
• Provides proofreading for all marketing, both internal and external, for editing purposes
• Submits payroll hours for Front desk, Maintenance, Events, Marketing & Administrative staff.
• Maintains a calendar on outlook for all BOD meetings with invite functionality.
• Maintains front desk staff schedules and proper coverage coordinates coverage
• Front desk coverage when needed and/or short staffed
• Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis. Generates and provides this information to the Property Manager/General Manager.
• Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
• Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
• Keeps packages updated with new memos and policies as required.
• Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
• Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
• Maintains inventory of common areas keys, transmitters and transponders for residents and re-order as needed following established procedures. Maintains log for new sales and leases in the community.
• Writes, maintains and uploads all Board Meeting minutes to Connect in a timely manner
• Processing of Purchase orders when needed
• Other duties as required.

OPERATING SKILLS, KNOWLEDGE & ABILITIES:

Education/Training:

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.

Experience/Knowledge/Abilities:

• Must possess strong administrative background.
• Three (3) to Five (5) plus years of related work experience.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Computer Literacy:

Intermediate proficiency in Microsoft Windows software.

• Intermediate proficiency in
• Ability to prioritize work with minimum supervision.

Special Requirements:

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary.

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.

DISCLAIMER: 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.