Administrator

$20 / hour

 

Company

 

FirstService Residential leads the property management industry, with over 8,600 communities in the United States and Canada operating under our professional management services.

 

Recognized as a Great Place to Work, we offer our more than 17,000 associates competitive salaries, top benefits, and career training, continually investing in our associates’ professional development and setting the bar for exceptional service. Our associates enjoy an inclusive work environment and a rich culture of collaboration and mutual respect.

 

Embark in a fulfilling career in property management with FirstService today.

 

Position Summary

 

This position provides a wide variety of administrative and support services to the property management team. Performs office work directly related to property management and the general business operations of the Association.

 

Position Responsibilities

 

• Provides administrative support to the property management team.
• Ensures that the telephone is answered properly, promptly and messages are handled courteously, accurately and in a timely manner.
• Checks call logs twice per day for open calls that need attention.
• Maintains, updates and coordinates home owner information in computer database on a daily basis.
• Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Collects mail on a daily basis.
• Prepares move-in packages for new move-ins on a weekly basis. Audits move in reports on a monthly basis for unreported move-ins.
• Balances petty cash transactions and send weekly report to accounting
• Maintains inventory of common areas keys, amenity access cards for residents and re-order as needed following established procedures.
• Distributes amenity cards and guest passes as needed.
• Handles reservations of amenity centers. Ensure all reservations have keys to access clubhouses for their events.
• Audits and eliminates duplicates and incorrect addresses in Connect.
• Help to maintain the data of the amenity system access controllers.
• Assists with community events as needed.
• Follows safety procedures and maintains a safe work environment.
• Performs other job-related duties as directed.
• Assists in preparing professional presentation of reports, budgets, bids, etc.
• Assists Management in coordinating Lifestyle initiatives. Clubs, Classes, Rentals, Reservations, Etc.
• Updates associations info boards, prepare associations newsletter, and/or other communication with owners and residents.
  
  

Operating Skills, Knowledge & Abilities

 

Education/Training:

 

High School Degree or equivalency required. Associates Degree in Business Administration or related field would be a plus.

 

Experience/Knowledge/Abilities:

 

Must have a friendly personality; possess intermediate computer and customer service skills. Three (3) or more years of customer service experience and a strong commitment to customer service principles and practices. A self-starter with excellent telephone skills. Good organizational skills.

 

Computer Literacy: Intermediate-Advance proficiency in Microsoft Windows software. Ability to prioritize work with minimum supervision.

 

Special Requirements:

 

Physical demands include ability to lift up to 25lbs; Standing, sitting, walking, driving and occasional climbing. The associate is required to work at a personal computer and talk on the phone for extended periods of. Ability to work extended/flexible hours and weekends as needed.

 

Physical Requirements: Frequent need (66% to 100% of time) to perform the following physical activities: (a) Writing/typing - corporate/inter-office, resident communications. (b) Grasping/turning - telephone, doorknob use. (c) Finger dexterity - operation of office equipment. (d) Lifting/carrying - paperwork, deliveries, books, files, misc.). For example: over 25lbs. - rare need (less than 1% of time); between 10-25lbs - occasional need (1% to 33% of time); less than 10lbs. - frequent need (33% to 66% of time).

 

Vision Requirements:

 

• Constant need (66% to 100% of time) to complete forms, read and review reports, wide variety of correspondence, view computer screen. Frequent need to see small detail
• Frequent need (33% to 66% of time) to see things clearly beyond arm’s reach (inspecting property, neighborhood survey)

 

Hearing Requirements:

 

• Constant need (66% to 100%of time) to communicate over telephone and in person with vendors, corporate and staff, residents and prospects.

 

Reasoning Development:

 

• Must be able to apply principles of logical thinking to a variety of practical situations and accurately follow standardized procedures that may occasionally call for minor deviations. Must be able to think rationally beyond a specific set of instructions.
• Must be able to work at a fast pace, perform duties while under pressure, and meet deadlines in a timely manner, to interact/communicate with other associates, residents, visitors and the public in a professional and pleasant manner.

 

Speaking Requirements:

 

• Constant need (66% to 100% of time) to verbally communicate with home owners, developers, vendors, and resident staff.

 

Driving Requirements: Driving as required. Reliable transportation, including valid driver’s license and automobile liability insurance required.

 

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

 

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