Job Overview:

This position provides administrative services to Regional Directors, Association Managers, Boards of Directors, Committees, Homeowners, Vendors, and other related parties as needed and for the daily operations of the organization as directed by the Administrative Supervisor.

Your Responsibilities:

• - provide support to Regional Directors and Association Managers (responsibilities may vary depending on Regional Directors and Association Managers' needs)

• Distribution of financial statements
• Sending out correspondence via letters, emails and phone blasts
• Upkeep of websites – community and public (if applicable)
• Special projects (directories, board reference book assembly, copies, proofreading, etc.)
• Prepare for annual meetings, monthly board meetings and special meetings; attend if requested
• Update and maintain reports
• Update on-call sheet
• Assist with FHA/VA approval and renewal process
• Assembly of mailings and running postage meter
• Data Entry
• Update/upload documents
• Transitioning of property files
• Assist with architectural modification applications and approval process

• Receptionist Back-up

• Answering phones and routing calls accordingly
• Forwarding of voicemail, faxes, info emails, etc.
• Opening and distributing incoming mail
• Handling of package deliveries
• Greeting visitors

• Must maintain regular and punctual attendance to required shifts, meetings, trainings and related employment engagements to support position responsibilities and duties. Any alterations to required schedule must be reviewed and approved, in advance by your supervisor
• 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.

Skills & Qualifications:

• High school diploma
• Minimum four years of administrative experience
• Some college and/or job related education preferred
• Background in customer service, property management, and/or real estate

• 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.

  • Exceptional written and verbal communication skills
  • Excellent spelling and proof reading abilities
  • Confident with data research and analysis
  • Ability to prioritize and multi-task
  • Ability to work independently
  • Collaborative attitude and team player
  • Exceptional interpersonal skills
  • Highly organized and detail-oriented
  • Consistent professional demeanor
  • Work efficiently under pressure
  • Handle change in a positive manner
  • Open to constructive criticism
  • Reliable and discrete
  • Well-versed in computer software programs (Microsoft Word, Excel, Adobe Acrobat X)

Compensation: $20 - $23 / hour

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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