Projects Administrator

Job Responsibilities

 

The PROJECTS ADMINISTRATOR provides comprehensive knowledge and support to serve residents, the Association, Board and Staff in the operations and management of the building. The primary responsibility is oversight of remodeling and construction, maintenance and janitorial support, coordination of special projects, inspection of unsold units, provide support to assist in developer transition consistently adhering to the mission and the vision of the Board, its committees, and the Association.

 

This individual will be required to perform the duties with the utmost professionalism, exhibiting strong leadership and management direction on behalf of the Board and FirstService Residential. Discretion and sound judgment are essential elements of the position, as are critical thinking, problem solving with an ability to identify creative solutions and the capacity to make independent decisions. Strong communication skills are critical in establishing effective oversight of staff. A strong working knowledge of all applicable systems is required to support the Property Manager, the Engineering Team, and the staff at large.

 

Effective and timely completion of responsibilities and responsiveness is critical to meet the expectations established for this position and to set the bar for the staff. Ability to listen to others, collaborate and resolve conflict is essential in the effectiveness of this position.

 

Essential Duties & Responsibilities

 

The responsibilities are general examples of the work performed in this capacity as Assistant Property Manager, it being understood that the duties expand and evolve in conjunction with changes in the property.

 

Financial:

 

• Master complete familiarity and fluency with FSR reporting, accounting, and payroll systems to perform accounting and financial responsibilities. Assist with reclass transactions.
• Ensure adherence to master calendar, including critical renewals, permits, and other deadlines.
• Assist Property Manager, in partnership with the Board, in the creation and implementation of an annual working budget and maintaining budget guidelines throughout the year.
• Assist with review of various monthly reports (i.e., unit inspections and maintenance, punch-list and warranty items, vendor management, insurance tracking, work orders, variance reports, contracts log, PM schedules, etc.).
• Ensure all Association and/or Project related utility invoices are analyzed and submitted for payment.
• Assist with Retail CAM, Retail Tenant and Developer billing and charge-backs.

 

Resident Relations/Board and Association/Development and Vendors:

 

• Monitor and address resident concerns from punch list, warranty work, work orders and special projects.
• Interface with Development, Construction Team and/or Service Providers to identify, report and help to resolve outstanding operational issues such as water infiltration, life safety and fire protection, MEPC, Appliance, concerns, etc across Teams and Vendors.
• Support Sales and marketing team with buyer/inspection related matters.
• Knowledge and familiarity of Association governing documents and all agreements for corporate implementation.
• Possess an in-depth knowledge of all community amenities, activities, projects, and participate in walk-throughs, and building audits, as needed.

 

General:

 

• Demonstrate superior customer service at all times, and a genuine desire to provide first-class service. Establish a momentum of efficiency and responsiveness in executing the functions of this role.
• Possess a sense of urgency and timeliness in the routine day-to-day operations,
• Attend all board and committee meetings. Take and prepare minutes of meetings and summarize the priorities of each meeting with appropriate follow-up.
• Produce weekly written status and progress reports.
• Coordinate meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain a specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Conduct research on various topics and prepare any range of forms, presentations, routine correspondence, departmental communications, periodic reports, and analyses, as necessary.
• Maintain familiarity and fluency with all current Standard Operating Procedures (SOP’s) and operating systems within the FirstService systems and the Association systems. Assist in the development of Building SOPs. Follow safety procedures and maintain a safe work environment.
• Catalog and Inventory building equipment, attic stock, turn-over materials, warranty, use and care instructions and drawings.
• Maintain resident privacy and discretion in all information which requires confidentiality.

 

Maintenance and Operations:

 

• Responsible for Vendor Management including communication, scheduling, proposal specifications and monitoring of vendors and contractors.
• Review, compile and oversee all remodeling and new construction in individual units.
• Assist in coordination of commercial tenant built-outs in support to retail team.
• Assist in development of Construction and Remodel Guidelines.
• Supervise and monitor repairs and maintenance in units and common areas.
• Assist in Vendor Management and Warranty Process Implementation.
• Responsible for routine walk-throughs and building inspections of common areas and facilities. Prepare action plan for opportunities to improve systems or operations.
• Responsible for securing outside bids and RFP’s for work to be completed.
• Assist with assembling the material and data for the annual energy benchmarking report.
• Knowledge of physical building management requirements, including legal compliance, current and pending legislation, financial planning and laws affecting property management.

 

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.
• Follow all policies and standard operating procedures.
• Maintain an organized workspace.
• Complete company training as assigned, attend all mandatory company functions, and adhere to FirstService Standards.
• Ability to become CPR/AED Certified and maintain current certification during employment.
• Ability to work extended/flexible hours and weekends, occasionally.

 

Education & Experience

 

• Bachelor’s Degree in business or related field from an accredited college or university.
• Prior experience of at least three (3) years in a similar management role of property operations or hospitality or construction – experience must include responsibility for a staff with a variety of job assignments, background and expertise.
• Community Association Manager (CAM) License in the State of IL is required.

 

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.

 

• Exhibit professionalism, ethical practices, professional attire and demeanor at all times.
• Must be able to work in a Team environment.
• Demonstrate effective communication skills consisting of oral, written and listening skills.
• Demonstrate 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, Adobe Acrobat, Excel, and Power Point.
• Ability to type a minimum of 55 words per minute. Anticipate heavy data entry.
• Demonstrate organizational skills and ability to independently prioritize daily workload.
• Must work effectively with co-workers, building staff, development team staff, retail/commercial owners and tenants 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, Applications including FSR Connect, Jenark Accounting Software, Building Links, Lutron Lighting Systems)
• Telephone/Cell Phone/Virtual Meetings (Teams/Zoom)
• Copier/Scanner
• BuildingLink Platform

 

Travel

 

• Occasional travel to the Corporate Office and/or relevant office buildings may be necessary.