Administrative Assistant, Lake Shore East

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

 

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.

 

Responsibilities

 

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 Used

 

• Computers
• Fax and Copier
• Postage Machine
• Document Mailer

 

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

 

• Typing skills necessary to draft professional documents
• Able to lift up to 35 pounds.
• Ability to multi-task.
• Able to use hands and arms for calculating, typing, grasping, pulling, etc.
• Able to squat, kneel, stoop to floor level, and walking.
• Able to speak clearly and make self understood.
• Able to read instructions and recognize numerals.
• Able to concentrate without interruptions.
• Able to follow instructions and handle high-pressure situations
• Occasionally reaches at or above the shoulder height.
• Ability to talk on the phone and work on a computer for long period of times
• Ability to work extended/flexible hours and weekends occasionally

 

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.