Community Administrator

Description

Job Overview:

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 - 30/hr

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.

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 to every duty.

Administrative Core Services:

• • Updating work orders in Connect and coordinating accordingly with various vendor partners as needed
  • Configuring and distributing key fobs and access controls in partnership and coordination with CSS teams and established processes
  • Processing mail, including handling returned mail
  • Creating newsletters and toppers
  • Receptionist duties including answering phones, voicemails and greeting visitors
  • Special projects (directories, board reference book assembly, copies, proof reading, etc.) in partnership and coordination with CSS teams and established processes
  • 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 the community
• 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 weekly site walks and supply 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
• Perform site reviews and related correspondence and follow-up as assigned
• 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, documenting requests and outcomes in partnership and coordination with RSS teams and established processes
• Determine solutions based on the nature of each issue and direct residents to the appropriate RSS or CSS teams by facilitating the inputting of the request in the appropriate Help Center where required
• 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:

• Oversee the security guards at the front gate. Ensure all aspects of job are being done. Will support Senior CM with security schedules, conflicts with guests and attendance or behavioral matters.
• Coordinate with the owner of the Legacy Grill.
• Oversee the landscapers and other on-site vendors, promoting timely work and operational efficiency
• Orient new owners to the property, sharing the rules and issuing RFID tags
• Maintain the action item list of pending projects
• Coordinate with wedding parties and other groups for rental of the clubhouse and provide assistance with set up as needed
• 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
• May be asked to work onsite on occasion within the local geographic area

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.

To learn more about our company and culture, please visit

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, as well as applicable local ordinances. 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 View email address on click.appcast.io .

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 View email address on click.appcast.io ; we will respond in accordance with Local Law 144, within 30 days.