What are the responsibilities and job description for the Administrative Assistant position at FirstService Residential?
Description
Job Overview:
The Administrative Assistant will be an active supporter of the Meadowview community vision and philosophies, and FirstService Residential’s commitment to client, staff and community.
This position supports the General Manager to meet the Meadowview goals and objectives as well as ensuring effective and efficient compliance of the guidelines and CC&R’s by ensuring that the highest level of service is being provided to the members of Meadowview.
Compensation: $25-30/hour
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
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 respectable identifier, and; respecting in the diversity of our workforce in actions, words and deeds.
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.
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. 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 will be an active supporter of the Meadowview community vision and philosophies, and FirstService Residential’s commitment to client, staff and community.
This position supports the General Manager to meet the Meadowview goals and objectives as well as ensuring effective and efficient compliance of the guidelines and CC&R’s by ensuring that the highest level of service is being provided to the members of Meadowview.
Compensation: $25-30/hour
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
- Oversight and organization of the office and general administrative functions to ensure efficient use of forms and procedures are upheld, access key software is updated, Connect is updated, Office supplies ordered, membership notification published timely and efficiently.
- Ensures that homeowner inquiries regarding facility usage and maintenance requests are handled in accordance with procedure.
- Receive and Process Homeowner and Tenant registration forms. Process key fobs and payment as needed.
- Oversight of facility room rentals; coordination of payment, pre and post walk inspections, and helps arrange security vendors to be present at all events.
- Prepares monthly event schedule for security guard, landscaper and janitorial staff.
- Assists General Manager with the input of work orders, RFP’s and other tasks as needed.
- Implements and coordinates architectural review process. Including review of plans to ensure proper submittal submission of plans to the architectural committee, correspondence with residents and review and enforcement of the rules and regulations.
- Oversees all Covenant violations, including routine drives of the Community to ensure compliance with the governing documents.
- Ensure written communications and database maintenance in regard to all inspections activities are accomplished, including hearing schedules, and homeowner follow-up.
- Facilitates monthly ERC and ARC meetings, by compiling ARC and ERC agendas, minutes, reports and packets. Follows through on all action items as directed by the Committee and/or Board.
- Maintain vendor relations and compliance and ensure that service standards are maintained.
- Scans all board packets and financials and distributes to the Board prior to meetings. Coordinate food, room and details for monthly board meetings, including posting of meeting notice and banners.
- Scans invoices as needed to AVID for further processing.
- Annual record keeping and file organization.
- Client Services Manager Harveston
- Coordinates all large mailings for Association, which includes but is not limited to Audit, 1365 budget, Annual Elections, etc.
- Demonstrate strong positive verbal and written communication skills so as to instill confidence in the residents as well as the public that may interact through designated community programs and community events.
- Support General Manager in the creation of content and updates for community website (Meadowview.org), monthly e-mail blasts, billing inserts and newsletter to ensure timely and creative postings of community events and activities as well as all notices, articles and business matters.
- Attendance and support at all Community Events.
- On site visibility.
- Attends all FirstService Residential Company mandatory functions and complies with all FirstService Residential company policies and procedures.
- Apply a proactive approach to all areas of responsibility and strive for continued improvement and excellence throughout.
- 2-3 years of business experience.
- Is committed to continual learning as evidenced by attendance at seminars, trade shows, and training conferences.
- Proficient in Microsoft Office (Word, Excel and Outlook)
- Has customer service experience.
- Excellent, effective, and diplomatic oral and written communication skills.
- Detail oriented with a high level of accuracy.
- Ability to multi task effectively and efficiently.
- Outstanding computer skills to include: heavy word processing using Microsoft Word, spreadsheets using Microsoft Excel. General database entry and maintenance preferred.
- Must have use of a vehicle, possess current driver’s license and state-mandated vehicle insurance.
- Forward thinking, proactive, and able to provide creative alternatives for problem solving.
- People/community oriented – represents the vision of Meadowview.
- Displays a thorough understanding of the Meadowview governance model.
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 respectable identifier, and; respecting in the diversity of our workforce in actions, words and deeds.
- Must possess some business/customer service experience.
- Excellent, effective, and diplomatic oral and written communication skills.
- Previous work experience in a customer service environment
- Detail oriented with a high level of accuracy.
- Ability to multitask effectively and efficiently with strong organizational skills.
- Outstanding computer skills to include: heavy word processing using Microsoft Word, spreadsheets
- Completion of some college course work.
- Proficient in English.
- Strong general math skills.
- Must be resourceful and a creative problem solver with strong ethical practices.
- Ability to determine next level involvement for problem resolution.
- Must demonstrate good judgment.
- Ability to think and work independently as well as part of a team.
- Must be able to work well under pressure and deadlines, as well as work independently and prioritize time effectively.
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 mobile enough to move around office in order to make copies, send mail and faxes
- Must be mobile enough to move around during outside events, stand for long periods of time and lift up to 20 pounds
- Talking and hearing occur continuously in the process of communicating with guests, supervisors and other associates.
- Must be able to handle multiple tasks
- Must be able to work independently and prioritize daily work loa
- Must possess strong customer service skills
- Must be able to handle d and pressure of the position
- Must be proficient with Microsoft Office
- Must have the ability to effectively communicate with the Board, vendors and clients, verbally and through written correspondence
- Must be resourceful and a creative problem solver
- Must be detail oriented
- Must be a team builder and motivator
- Valid Driver’s License and State Mandated Vehicle Insurance
- 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.
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. 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 : $25 - $30