Responsibilities

• Take client calls and manage work order process, vendors, and client issues.
• Produce requested reports for board packets in a clean, orderly, and professional fashion.
• Provide “Buddy System” backup for assigned Buddy during absences.
• Consistent use and maintenance of Connect.
• Coordinate with assigned CM's to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings.
• Fax and/or scan and email documents as requested by CMs.
• Update and generate all required association and management reports.
• Coordinate with Team Admin processing of all required minutes and newsletters.
• Coordinate all meeting logistics as required.
• Submit all charge-backs for association(s) monthly.
• Obtain bids for services and special projects and create RFP and comparison spreadsheets as requested by CM.
• Manage parking stickers, hang tags, pool keys, clubhouse reservations, web site, and safelisting for assigned properties.
• Act as backup when CM is on vacation, sick days, or out of office.
• Maintain community profile, portfolio, policy notebooks, association manuals and any annexation documents.
• Conduct occasional walkthroughs as agreed with Vice President not to exceed 6 hours/month.
• Organize and maintain all homeowner and administrative files & perform annual association file cleanout in accordance with company standardized hard copy and electronic system.
• Assist CM in all administrative duties.
• Maintain an organized workspace according to company procedures.
• Change voice mail and apply out-of-office email greeting when out of the office.
• Greet walk-ins when CM is out of office.
• Complete company training as assigned, attend all mandatory company functions and adhere to FirstService Residential Standards of Operation.
• Manage client meetings, site visits, meeting follow-up and overall processes for addendum accounts as assigned.
• Organization and maintenance of all homeowner architectural and landscape plans in an orderly fashion.
• Maintain awareness of Design Review Guidelines and other Governing Documents that are related to DRC activities, take minutes during DRC meetings, and prepare responses to applications for residents
• Handle questions or calls from board members, homeowners and vendors or refer to the appropriate staff member for assistance.
• Consistent use and maintenance of information in Connect, Tasks and other FirstService database programs as assigned.
• Perform site reviews and related correspondence and follow-up as assigned.
• Must have reliable transportation and be able to drive to other work locations, perform site reviews, pick up supplies, etc.
• Coordinate Design Review Committee Architecture or Landscape Modification Application process, collect application forms and supporting documents, enter data in Connect, and prepare material for DRC consideration.
• Interacts and follows up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association when necessary.
• Prepares for and attends all Architectural/Design Review Committee meetings and Covenant/ERC Committee meetings as designated by association requirements
• Maintenance of accurate and complete records as required to properly and effectively implement the Enforcement and Architectural Programs. This includes homeowner computer files, violation reports and correspondence, hearing correspondence, plan submittals (pending, approved and denied), homeowner correspondence, tract maps noting status of each lot, etc.
• Preparation and distribution of monthly reports and agenda packets.
• Complete company training as assigned, attend all mandatory company functions, and adhere to FirstService Standards of Operation, policies, and procedures.
• Other projects, opportunities or assignments as may be deemed needed and appropriate for this position

None

High School Diploma; College Degree preferred

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.

• Excellent customer service background/skills
• Ability to maintain confidentiality
• Professional representative of FirstService Residential
• Excellent communication skills: written, verbal and listening
• Collaborative decision-making, relationship building and problem solving skills
• Organizational and time management abilities
• High level of attention to detail
• Intermediate to Advanced knowledge of Microsoft Applications, particularly Word, Outlook, Excel and Power Point; ADP Vantage a plus

General office equipment

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25 lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients.

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.