Administrative Assistant

Administrative Assistant

The Administrative Assistant is responsible for the day-to-day service of the Associations Board of Directors and homeowners by providing a wide variety of administrative and staff support services. Interactions are typically with HOA homeowners and Board members in person, via telephone or written correspondence. The position provides support to the General Manager. Administrator duties in accordance with company policies and procedures and the governing documents of the association.

Location: Reno

Schedule: Friday-Tuesday, 8:00 am - 5:00 pm (weekend availability required)

Compensation: $20.00 - $25.00/hourly

Your Responsibilities:

• Ensures that the telephone is answered properly, and messages are handled courteously, accurately, and in a timely manner.
• Initiates preparation of Management Reports, committee reports, and meeting notices as applicable and submits for the Managers review and approval.
• Maintains updates and coordinates of resident information in the computer database on a minimum monthly basis. Generates and provides this information to the Community or General Manager, and Board of Directors.
• Maintains a roster of mailroom boxes.
• Keep track of insurance certificate requests. Maintains insurance records for both vendors and unit owners.
• Maintains a supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail, prepares accounts for payable invoices with work orders, and receives tickets. Stamps and code invoices.
• Prepares move-in packages for re-sales and leases. Creates files, compiles, and coordinates all necessary information and documentation for new owners/leases.
• Set up meetings for the Board Approval process.
• Keeps packages updated with new memos and policies as required.
• Prepare any resident information packages that require Board approval (i.e., Architectural Modification).
• Coordinates receive receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
• Maintains the inventory of common area keys, transmitters, and key fobs for residents and re-order as needed following established procedures. Maintains a log for sales and cash purchases as needed.
• Follows safety procedures and maintains a safe work environment.
• All other duties as assigned.

Skills & Qualifications:

• Good written and verbal communication skills.
• Adhere to required deadlines.
• Foster cooperation and work well within a team atmosphere.
• Complete company training as assigned.
• Be punctual in work and meetings and track time as required by company standards.
• Excellent attendance is required.
• Maintain an organized workspace according to company procedures.
• Exhibit professionalism, professional attire, and demeanor always.
• Adhere to the company Standards of Operation.
• Attend all mandatory company functions.
• Maintain reliable transportation.
• Demonstrates effective communication skills consisting of oral, written, and listening skills.
• Demonstrates excellent problem-solving abilities.
• Excellent time management abilities.
• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.
• Must be proficient with computer programs needed for specific positions including Microsoft Outlook, Word, Excel, and PowerPoint.
• Demonstrates organizational skills and ability to independently prioritize daily workload.
• Must have a minimum typing speed of 50 WPM.

Education & Experience:

• High School Graduate or equivalent.
• Two (2) years or four (4) year college degrees preferably.
• A minimum of one (1) year administrative assistance work, preferably in public or private recreation.

Physical Requirements and Working Environment:

• 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.
• Outdoors 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 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.

Tools & Equipment Used:

• Must have a valid drivers license and must have State mandated vehicle insurance
• Must have own reliable transportation
• Office equipment; computers, printers, fax machines, etc.

What We Offer:

• Medical, dental, and vision plans (full time and part-time 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 accounts

About Us:

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.