Administrative Assistant, Elk Grove 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. 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. Census and COI Tracking For those associations paying the annual fee, census and COI’s will be tracked and letters sent monthly for requests, renewal and non-compliance. Direct Owner Contact Either in person or via phone to answer questions concerning the specifics of their renting their unit. Incoming Mail/Check Response Incoming mail from USPS is processed for application to the owner’s account. 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. Items below may be required or as a back-up for staff: Reception Coverage: Back up main front desk Receptionist for breaks, lunches and scheduled PTO. Welcome Packets: Back up for completing new owner packets 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 BS/BA Degree or equivalent experience Two to three years’ experience in administration and customer service Experience in property management, real estate, or residential management is a plus. Demonstrated ability to implement strategies Strong analytical, verbal and written communication skills. Must have proficiency in 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.