Community Administrator

Community Administrator

The Community Administrator provides administrative services to the management team, Boards of Directors, Committees, Homeowners, Vendors, and other related parties as needed and for the daily operations of the organization. Compensation: $25-29/hr

Your Responsibilities:

• Updating work orders in Connect and coordinating accordingly with various vendor partners as needed
• Configuring and distributing key fobs and access controls upon request
• Processing mail, including handling returned mail
• Creating newsletters and toppers
• Receptionist back-up including answering phones, voicemails and greeting visitors
• Special projects (directories, board reference book assembly, copies, proof reading, etc.)
• Processing fee waiver requests, account change forms, and check requests
• Managing vendor Requests for Proposals (RFPs)
• Prepare and distribute monthly reports and agenda packets

Architectural Review Committee (ARC) Core Services:

• Maintenance of accurate and complete records as required to properly and effectively implement the Enforcement and Architectural Programs. This includes homeowner computer files, violation reports and correspondence, hearing correspondence, plan submittals (pending, approved and denied), homeowner correspondence, tract maps noting status of each lot, etc.
• Act as direct liaison for architectural and violation needs of several communities
• Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents that are related to ACC/DRC activities, take minutes during DRC meetings (if applicable), and prepare responses to applications for residents
• Interact and follow up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association when necessary
• Perform site reviews and related correspondence and follow-up as assigned.
• Submit all charge-backs for association(s) via chargeback systems, including but not limited to violation fines and architectural submission fees per the clients' management contracts
• Coordinate Design Review/Architectural Committee or Landscape Modification Application process, collect application forms and supporting documents, enter data in Connect, and prepare material for DRC consideration
• Prepare for and attend all Architectural/Design Review Committee meetings and Covenant/ERC Committee meetings as designated by association requirements

Customer Service Core Services:

• Communicate professionally with residents and clients, ensuring the highest standard of customer service
• Address inquiries and questions with a sincere offer to assist
• Determine solutions based on the nature of each issue, while keeping residents informed of the status
• Respond to all daily inquiries, providing a timeline when a resolution can't be achieved promptly
• Exemplify FirstService Residential Core Values and Global Service Standards in every interaction while assisting external and internal customers

Additional Duties:

• Must maintain regular and punctual attendance to required shifts, meetings, trainings, and related employment engagements to support position responsibilities and duties
• 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 materials and supplies
• Ensure all safety precautions are followed while performing the work
• Follow all policies and Standard Operating Procedures as instructed by Management
• Complete company training as assigned, attend all mandatory company functions, and adhere to FirstService Standards of Operation, policies, and procedures

Education & Experience:

• High School diploma or equivalent
• Minimum 4 years of administrative experience
• Background in customer service, property management, and/or real estate

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 knowledge, skill, and/or ability required.

• Exceptional written and verbal communication skills
• Ability to prioritize and multi-task
• Ability to work independently
• Collaborative attitude and team player
• Highly organized and detail-oriented
• Consistent professional demeanor
• Work efficiently under pressure
• Handle change in a positive manner
• Well-versed in computer software programs (Microsoft Word, Excel, Adobe Acrobat X

Physical Requirements & Working Environment: 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.

• Must have reliable transportation and be able to drive to other work locations, perform site reviews, pick up supplies, etc.
• Sitting at a desk for extended periods of time
• Working on a computer throughout the day (monitor, keyboard, and mouse use)
• Ability to listen and focus for long periods of time
• Standing at a copier for extended periods of time
• Climbing warehouse ladder to access storage boxes
• Subjected to loud noises when running postage and folding machines
• Ability to lift up to 30 lbs.

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

What We Offer:

• 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

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.

FirstService Residential