What are the responsibilities and job description for the Administrative Assistant (Part-Time Temporary) position at FirstService Residential?
Description
Job Overview
The Administrative Assistant (Part Time Temporary) is responsible for the day-to-day service of the Association’s Board of Directors and homeowners by providing a wide variety of administrative and staff support services. Interactions are typically with HOA homeowners and Board member’s in person, via telephone or written correspondence. Position provides support to the General Manager. Assistant General Manager in Administrator duties in accordance with company policies and procedures and the governing documents of the association.
Compensation: $19-$20/HR
Temporary: 6 months, PT/FT Flexible
FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.
Job Responsibilities
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.
FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.
Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.
Experience exceptional service with a fulfilling career in property management with FirstService Residential.
To learn more about our company and culture, please visit www.fsresidential.com/california
Disclaimer
The above information in 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.
FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.
Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances.
All offers of employment with FirstService Residential are contingent upon a satisfactory background check.
Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.
Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.
Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.
Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.
Job Overview
The Administrative Assistant (Part Time Temporary) is responsible for the day-to-day service of the Association’s Board of Directors and homeowners by providing a wide variety of administrative and staff support services. Interactions are typically with HOA homeowners and Board member’s in person, via telephone or written correspondence. Position provides support to the General Manager. Assistant General Manager in Administrator duties in accordance with company policies and procedures and the governing documents of the association.
Compensation: $19-$20/HR
Temporary: 6 months, PT/FT Flexible
FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.
Job Responsibilities
- Open office, voicemail retrieval, mail processing, etc.
- Serve as first point of contact for homeowners, visitors and vendors.
- Maintain regular and positive communication with each owner and abide by the culture created to enhance, promote and execute daily positive interaction among members of the management team.
- Prepare daily work orders, follow-up and close work orders expeditiously.
- Communicate effectively and efficiently.
- Communicate policies, rules and procedures to the homeowners in a thorough and respectful manner.
- Provide administrative logs to the General Manager; and any additional reports as requested. Examples include phone logs, work order reports, monthly staff status reports etc.
- Review and process non-compliance reports and letters.
- Assist the General Manager in compiling the support materials for the Board packets.
- Assist in homeowner questions.
- Maintain mailing list of owners and submit change of address requests
- Assist with any questions on transponders and visitor management system.
- Filing, maintaining office supplies, mailing and other customary clerical tasks.
- Assist the General Manager and Assistant General Manager as requested with other office tasks.
- Must have excellent customer service skills.
- Must be knowledgeable and adept with Microsoft Office.
- Must have administrative background and be able to demonstrate organizational skills and the ability to prioritize tasks.
- Demonstrates effective oral and written communication skills.
- Must be able to independently answer and place telephone calls.
- Must be able to sit at a desk for long periods of time.
- Maintains composure under pressure.
- Resilient in fast-paced environments.
- Excellent knowledge of punctuation and grammar.
- Stay calm and focused when facing disruptions or competing priorities
- Quickly grasp new concepts, tools, and systems. Video conferencing helpful.
- Learns and applies new technologies with minimal guidance
- Continuously seeks to upskill and stay current with emerging tools
- Technologically adaptable and comfortable navigating evolving digital environments
- Ability to learn new software, platforms, or systems training
- Effectively leverages technology to improve productivity and workflows
- Professional attire required.
- Excels at multitasking without sacrificing quality
- Effectively juggles multiple responsibilities simultaneously
- Proactive in seeking additional work when assigned tasks are completed.
- Excellent general math skills.
- Proficient in English.
- High School Graduate or equivalent.
- Two (2) year or four (4) year college degree preferably.
- A minimum of one (1) year administrative assistance work, preferably in the public.
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 35 lbs.
- Ability to lift, push and move equipment and furniture.
- Must be able to sit and stand for extended periods of time.
- Outdoor set up work required for events.
- Talking and listening occur continuously in the process of communicating with clients, guests, supervisors, associates, and vendors.
- Must be able to communicate both on the phone and in person in order to resolve issues related to the business.
- Must have finger dexterity for typing/using a keyboard.
- Must be mobile enough to move around the office and during outside events, including walking on uneven surfaces and standing for long periods of time.
- Hours over and above normal office hours will occur, including evenings, holidays, and weekends. Schedule is subject to change based on business needs.
- Must have a valid California driver’s license and must have State mandated vehicle insurance
- Must have own reliable transportation
- Office equipment; computers, printers, fax machine, etc.
- Medical, dental, and vision plans (full time and those working 30 hours)
- Part time 20 hours qualify for dental and vision
- 401K match
- Time off including vacation, sick, and company paid holidays
- Pet insurance available
- Tuition reimbursement
- Legal services
- Free emotional wellbeing and daily life assistance support for all associates
- Domestic partner coverage
- Health savings account
- Flexible spending account
FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.
Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.
Experience exceptional service with a fulfilling career in property management with FirstService Residential.
To learn more about our company and culture, please visit www.fsresidential.com/california
Disclaimer
The above information in 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.
FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.
Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances.
All offers of employment with FirstService Residential are contingent upon a satisfactory background check.
Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.
Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.
Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.
Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.
Salary : $19 - $20