Office Coordinator

Job Overview:

The Office Coordinator, under the direction and supervision of the Community Manager and FirstService Residential provides superior customer service to homeowners; is responsible for assisting in the daily office operations of the Association; responds promptly to resident inquiries and concerns and resolves issues in a timely efficient manner. This includes but is not limited to all office tasks as outlined below. The hours are Monday - Friday 7:30 a.m. - 4:00 p.m. There may be occasional hours outside of this schedule to support the events hosted by the Association or to provide coverage for weekend shifts.

Your Responsibilities:

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

• Accountability for servicing customers with a focus on the values of FirstService Residential: Do What’s Right, Own It, Improve It, Aim High, Build Great Relationships, and Be Genuinely Helpful
• 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.

Communication with Homeowners 

• Foster a welcoming and friendly environment for homeowners, staff, and vendors.
• Assist with Communicating with homeowners about activities on the property, which may affect them via Connect, Email, Phone, Posting signs in message board etc.
• Respond to homeowner’s questions and concerns on a timely basis.
• Assist in providing individualized communications to homeowners about pertinent matters.
• Assist in planning, organizing, and communicating details of all Association events to residents, and be present for association planned events

 Manage Building Information

• Key management and adherence to unit entry policies
• Assist in maintaining Connect database of homeowners and property information as well as utilizing it as a form of communication.
• Assist in maintaining calendars of building activities.
• Help to ensure that information utilized by other staff is kept current.

Violations Oversight

• Must have comprehensive knowledge of the rules and regulations, Declaration, and expectations of the Board of Directors.
• Drives around the property to perform violation inspections of the community.
• Processes the violation letters upon completion of each inspection.
• Tracks violation status and conducts repeat inspections accordingly to ensure compliance or need to escalate the violation.

 Building Maintenance

• Assist in maintaining updated Vendor List.
• Help to coordinate day-to-day building maintenance issues with staff and/or vendors and make sure that proper authorization for the job is acquired before starting project.

Respond to Resident Inquiries and Requests—General

• Respond to homeowner’s questions and concerns. The office is the central on-site contact for addressing homeowner questions and concerns.
• Answer all incoming calls, answer all emails, and voice mails in a timely manner.
• Write Work Orders for On-Site Maintenance Tasks.

Order Services/Approve Payments

• Help to place orders for supplies and services needed for the Association.
• Submit charge forms to Association in a timely manner for charges and payments made by owners.

Miscellaneous Duties/Projects

• Work on miscellaneous projects, as necessary or as requested by the Community or Association Manager.
• Sort, label and log packages and deliveries. Monitor package room.
• Work on miscellaneous duties and tasks as necessary for proper operation of the building.

Connect

• Assist in maintaining all owner and renter information in Connect.
• Assist in maintaining updated association information with Community Manager and Association Manager.
• Help to distribute memos, letters, and other relevant information to homeowners.

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.
• 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:

• Associate’s or Bachelor’s Degree
• Previous Association Management experience or a general understanding of Condo Associations
• Excel, Outlook and Word experience
• Customer service focused and understands the value of a smile and positive interaction.
• Ability to work as a team and communicate with fellow team members: Community Association Manager, Maintenance Manager and Office Attendants.
• Ability to multi-task and prioritize duties.
• Professional demeanor and collaborative attitude.
• Proactive and deadline oriented.
• Resourceful and decisive in handling of daily issues.
• Articulate and can communicate clearly in writing and verbally.
• Superior attention to detail, organizational and follow-up abilities.
• Reliable, punctual, and discreet.

Physical Requirements:

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.

• Standing, sitting, walking throughout the property, ability to lift/move up to 30 lbs., use of a keyboard

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours may occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

What We Offer:

As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, EAP services, Life Insurance, and Long-Term Disability coverage. In addition, you will be eligible for vacation and sick time off benefits, 10 paid holidays, and a 401k with company match.

Compensation: $23 an hour

Disclaimer Statement:

The above information on 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.