Administrative Assistant, Corporate

The Company

 

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

 

The Administrative Assistant provides a wide variety of administrative support services for

 

property supervisors and works with team members to achieve daily tasks. The Administrative

 

Assistant must master working knowledge of all FirstService Residential systems as they are

 

utilized regularly. The Administrative Assistant must also work in conjunction with internal

 

departments in order to ensure clients’ expectations are being met.

 

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.

 

• Resales services support
• Prepare individualized information packets for new owners and assists as needed.
• Parking Passes and Keys
• Parking passes/keys will be sent/given to owners/residents.
• Individual Owner Letters
• General individual letter for an association owner (any letter that is not a violation) will be

 

created, proofed, saved and sent to owner.

 

• Group Owner Letters
• General letters for an association (any letters that are not violations) will be

 

created, proofed, saved and sent to owner. This could be through mail, email or

 

Mass Comm.

 

• Violation Letters
• Letters of non-compliance or those including fines will be created, proofed, saved

 

and sent to owner. May include chargeback to owner account for said violation.

 

• Copy Requests
• Copies of documents are made as requested and can be returned to requester or

 

mailed out to recipient.

 

• Mass Mailing of Notices
• Documents created, printed, and processed for being mailed to owners (flyers,

 

budgets, rules, etc.)

 

• Financial Compilation
• Compile financials and print/distribute to PM or Board members
• Special Projects
• To be approved and delegated by Supervisor.
• General Scanning and Uploads
• Documents scanned, emailed and/or uploaded to Connect. Information will also be

 

uploaded into connect (COI, info forms, general leases).

 

• Ad Hoc Proofreading
• Upon availability, any documents allowing changes (whether mailed to

 

owners/residents or not) should be closely examined for any grammatical and

 

brand standard errors before being distributed.

 

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.

 

Supervisory Responsibility

 

None

 

Education & Experience

 

• High School Diploma or higher education
• Two to three years’ experience in administration and customer service
• Strong analytical, verbal and written communication skills.
• Knowledge of Windows and Microsoft Office, (Outlook, Word, Excel and etc.)

 

Knowledge, Skills & Proficiencies

 

To perform this job successfully, an individual must be able to perform each essential duty

 

satisfactorily. The requirements listed below are representative of the knowledge, skill and/or

 

ability required.

 

• Interact effectively with others, communicating clearly, and understanding, 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 Used

 

• Computer (MS Office, FSR Connect, Jenark Accounting Software)
• Telephone/Cell Phone
• Copy/Scanner/Fax Machine

 

Physical Requirements / Working Environment

 

The physical demands described here are representative of those that must be met by an

 

associate to successfully perform the essential functions of this job.

 

• Exposure to numerous interruptions and surrounding conversations.
• Able to lift up to 25 pounds.
• Ability to multi-task.
• Able to use hands and arms for calculating, typing, grasping, pulling, etc.
• Able to perform tasks requiring eye-hand contact.
• Able to squat, kneel, stoop to floor level and walk.
• Able to speak clearly and make self-understood.
• Able to see objects closely to print; read instructions and recognize numerals.
• Able to distinguish colors.
• Able to hear background noises.
• Able to concentrate without interruptions.
• Able to follow instructions and handle occasional stress on the job.
• Occasionally reaches at or above the shoulder height.

 

Reasonable accommodations may be made to enable individuals with disabilities to perform the

 

essential functions. Hours over and above normal office hours will occur, including evenings,

 

holidays, and some weekends. Schedule is subject to change based on business needs.

 

Travel

 

None

 

Disclaimer

 

The above information on this description has been designed to indicate the general nature and level of work

 

performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive

 

inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 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.