Job description

The Company

Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America’s foremost property management firm. We’re all about our associates, and as we continue to grow, we’re looking for even more quality people who share our dedication to doing what’s right, improving residents’ quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, we think you should get to know us.

Job Responsibilities
The administrative assistant will be responsible for assisting management and the administration of the day to day operations of community association business. Handle customer service functions. Maintain communication with Board of Trustees and homeowners.

General:

• Regular attendance and punctuality
• Assure that the policies, resolutions and other acts of the Board are carried out
• Be knowledgeable of all Association Governing Documents, Rules and Regulations and general legal requirements of a community association
• Provide excellent customer service and maintain open lines of communication with fellow associates, homeowners and Board of Trustees
• Have general knowledge and understanding of building systems and components
• Log work requests in Connect and generate work orders for maintenance staff and/or contractors
• Update work order log with notes and action taken by vendor

• Close open work orders in system when complete by vendor. Work order is not considered complete unless the vendor has signed original work order and returned to office.
• Update and maintain community information in Connect, including but not limited to the Community Web Site, Community Projects, Management Reports and all Association documents and forms
• Utilize Connect’s Resident Alert feature in order to keep homeowners apprised of Association activities and important updates, subject to Board authorization
• Provide Manager with work order log for inclusion in Board package
• Such other duties and responsibilities as may reasonably be directed and required

Fiscal:

• Record, date and time stamp incoming invoices daily.
• Mail original invoices and 1 copy of package to Client Accounting.
• One copy of invoice package into voucher book.
• Verify checks when returned from Client Accounting. Ensure that all invoicing backup is attached to check and duplicate payments are not received.

Governance/Administration:

• Greet all homeowners and visitors coming to the Association office
• Answer all calls and log both incoming and outgoing calls in Connect.
• Assist all walk-in customers and defer to Manager, when necessary.
• Maintain office supplies – prepare order to submit to Community Manager for review and approval.
• Maintain Association filing – homeowner filing, correspondence, work orders, accounting documentation et
• Distribution of Board communication, as directed by Manager daily. All Board members are to receive any materials directed to a specific committee or Board member. The President is to be consulted if there is any question related to distribution
• Record, date and time stamp incoming mail.
• Record Keeping – binders to be kept with the following: Monthly Agendas, Modification
• Requests, Work Orders, Financials (including Social/Trip accounting).
• Assist with preparation of Board meeting agenda, monthly management report and all other reports and material needed for Board Packet and/or newsletters; distribute as needed/directed
• Prepare closing documents as required. Update Connect to reflect new owners.
• Update homeowner directory and create new homeowner file
• Copy of all documents to be kept in homeowner file
• Log all homeowner inquiries in Connect Call Log.
• Set up homeowners with Connect account

• 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.

Education & Experience

Minimum of 3 years business experience in an administrative capacity or related experience

Knowledge, Skills & Proficiencies
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.

• Strong organizational skills
• Strong written and verbal communication skills
• Excellent word processing, mathematic, and computer skills required.

Job Type: Full-time

Pay: From $24.00 per hour

Schedule:

• 8 hour shift

Shift availability:

• Day Shift (Required)

Work Location: In person

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