Office Manager

$23 / hour

 

Company

 

FirstService Residential leads the property management industry, with over 8,500 communities in the United States and Canada operating under

 

our professional management services.

 

FirstService provides competitive salaries, top benefits, and career training, continually investing in our associates’ professional development,

 

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

 

The Community Administrative Assistant performs tasks directly related to property management and the general business operations of the Association, while providing administrative support to the Director of Community Management and Community Managers. The position is responsible for providing a wide variety of administrative services as well as assisting with the management of properties in accordance with company policies, procedures and standards. Superior customer service, time-management and conflict management skills are required. Attention to detail and the ability to manage multiple, sometimes competing, priorities are essential

 

Position Responsibilities

• Provides five-star customer service at all times by responding to telephone calls, email and other correspondence in a timely and courteous manner.
• Provides administrative support to the Directors of Community Management including but not limited to: maintaining, outlook calendars, and contact lists, expense reports and reimbursements; mileage reporting, checking voicemails, etc.
• Responsible for office management: schedules, organizes and coordinates department events, meetings, room setup for the division.
• Provides administrative support to Community Managers:
• Responsible for scheduling meeting locations and reservations for Community Manager for Annual meetings.
• Prepares the name tags, place cards, organizes proxies and sign in sheets. Makes copies of meeting packs for the community board and annual meetings.
• Prepares the board books for board members.
• ACC – logs them into connect if needed; updates Acts as intermediary with owners/residents, vendors and staff to assist in prompt response to questions or problems.
• For assigned Community Managers, will review ACCs for completeness and handles the correspondence thru completion.
• Reviews, directs and updates resident calls processed by the call center for all managers on a weekly basis to ensure calls are not overlooked.
• Updates resident information and coordinates resident access to community websites. Utilizes electronic filing system and Connect to maintain accurate resident records.
• Distributes mass resident communications through the Community website. Sets up board meetings up in Connect Calendar and emails notice/agenda to owners.
• Assists Community Managers with gathering of Vendor W-9 and insurance information.
• Participates in corporate committees as assigned.
• Troubleshoots computer/iPhone issues before opening an IT ticket if needed.
• Scan and uploads board packets, annual meeting packets and minutes for all communities.
• Assist with t planning and implementation of corporate events; provide back assistance as needed to the business center.
• Provides coverage for the executive administrative assistant when out of the office.
• Initial set up of new associations in Connect.
• Provide vacation coverage to managers assisting with coding of invoices, call logs, and picking up voicemail message.
• Prepares documents and check requests for filing with the various counties.
• Provides research and reporting for different special projects.
• Maintains reservation for all assigned pools and clubhouses.
• Maintains and coordinates the gates for assigned communities
• Responsible for the pool permits and organizes payments for all pools.
• Responsible for assigning pool cards. Maintains the database during spring to facilitate a smooth process.
• Organizes and distributes the pool cards and access systems.

 

Operating Skills, Knowledge & Abilities

 

Education/Training: High School Diploma or equivalent required. Two years of administrative support experience strongly preferred.

 

Experience/Knowledge/Abilities: Must possess strong administrative background; 3-5 years of related work experiences. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communication skills. Self-starter with excellent verbal and written communication skills. A detailed individual with strong ability to multi-task is required. Ability to read, analyze, and interpret technical procedures, regulations or documents with a similar degree of complexity is required.

 

Computer literacy: Working proficiency and working knowledge of Microsoft Office applications. Experience with databases preferred.

 

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). Regular and predictable attendance.

 

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 resident staff, residents and prospects.

 

Driving Requirements: Occasional travel required in DFW metroplex. Reliable transportation required along with a valid Texas driver’s license and automobile liability insurance are required.

 

Working Requirements: Usually indoor (66% to 100% of time).

 

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, home owners, Board of Directors, Developers, builders and the public in a professional and pleasant manner.

 

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.