Part Time Property Administrator, Gold Coast

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 Property Administrator supports the Property Manager through timely completion of assigned administrative and project duties. This individual will hold expertise in the areas of lease administration, income/expense management and administration, and resident relations.

 

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.

 

• Respond to client communications and address issues within one business day.
• Manage and process all leases within the building, including uploading lease to Connect and tracking of leases through the Master Lease List.
• Organize and maintain all homeowner and administrative files and perform annual association file cleanout in accordance with company standardized hard copy and electronic system, as directed by and with oversight from the property manager.
• Update and generate required association and management reports as instructed by the Property Manager.
• Assemble Board Packets in a clean, orderly, and professional fashion.
• Consistent use and maintenance of Connect.
• Manage all moves, deliveries, staging and resident contractors for elevator use, utilizing move calendar, including collection of move fee and deposit, and obtaining appropriate documents and proof of insurance.
• Coordinate move in orientations as required.
• Coordinate printing and electronic distribution of monthly newsletter, as well as uploading document to Connect and Community Website.
• Coordinate all meeting logistics as required.
• Coordinate resident events as requested.
• Monitor and address resident disputes as required and build a positive relationship between residents and management.
• Provide backup for Front Desk Staff if and when required.
• Conduct common area walks and address issues as required.
• Assist Property Manager in administrative duties as required.

 

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. Transcribe and type documents and letters as required.
• Fax and/or scan and email documents as requested.
• Maintain an organized workspace.
• Complete company training as assigned, attend all mandatory company functions and adhere to First Service Standards of Operation.

 

Education & Experience

 

• BS/BA Degree preferred
• Minimum of three years property management experience

 

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.

 

• Ability to work under tight deadlines and consistently meet deadlines.
• Exhibit professionalism, professional attire and demeanor at all times.
• Maintain reliable transportation to building, if applicable.
• Demonstrates effective communication skills consisting of oral, written and listening skills.
• Demonstrates problem-solving abilities.
• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.
• Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and Power Point.
• Demonstrates organizational skills and ability to independently prioritize daily workload.
• Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds

 

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.

 

• Able to speak clearly and make self-understood in public or group setting.
• Able to follow instructions and handle multiple, time-sensitive tasks on the job.
• Able to prioritize tasks and work independently to complete work duties.
• Able to lift up to 20 pounds and to use hands and arms for calculating, typing, grasping, pulling, etc., occasionally reaching at or above the shoulder height.
• Able to squat, kneel, stoop to floor level and walk.
• Able to perform tasks requiring eye-hand contact.
• Able to see objects closely, read instructions, disseminate colors, and recognize numerals.
• Able to distinguish smells to potential hazards.
• Able to work hours over and above normal office hours, including evenings and weekends; work schedule is subject to change based on business/client needs.

 

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

 

• Occasional travel to the Corporate Office

 

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.