Administrative Assistant

Administrative Assistant Join to apply for the Administrative Assistant role at FirstService Residential As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Perform office work directly related to property management and the general business operations of the association; assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties. Responsibilities Coordinates collection and preparation of operating reports, such as time‑and‑attendance records, terminations and new hires. 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, meeting notices as applicable and submits them for Manager’s review and approval. Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis. Generates and provides this information to the Property Manager, Board of Directors and valet desk. Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners. Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures. Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and codes invoices for P.M. to code and approve. Sets up meetings for Board Approval process. Keeps packages updated with new memos and policies as required. Prepares any resident information packages that require Board approval, (i.e., Architectural Modification). Coordinates 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 inventory of common areas keys, transmitters and key fobs for residents and re‑order as needed following established procedures. Maintains log for sales and cash purchases as needed. Follows safety procedures and maintains a safe work environment. Other duties as required. Skills & Qualifications Associate’s degree with a concentration in business preferred, or equivalent combination of education and experience. Three (3) to five (5) plus years of related work experience. Computer literacy: Intermediate proficiency in Microsoft Windows software. Must possess strong administrative background. Strong working knowledge of customer service principles and practices. Excellent interpersonal, office management and communication skills. Self‑starter with excellent communication, interpersonal and customer service and telephone skills. Physical Requirements Ability to lift up to 50 lbs. Standing, sitting, walking and occasional climbing. Required to work at a personal computer for extended periods of time. Talking on the phone for extended periods of time. Ability to detect auditory and/or visual emergency alarms. Ability to work extended/flexible hours, weekends, and attend Board meetings as required. Driving when necessary. Supervisory Responsibilities No supervisory responsibilities. Additional Information Schedule: Monday‑Friday 8:00 am – 5:00 pm What We Offer As a full‑time associate, you will be eligible for full comprehensive benefits, including a choice of multiple medical plans, dental, and vision. You will also be eligible for time‑off benefits, paid holidays and a 401(k) with company match. Occasional travel may be required to attend training and other company events. Compensation: $21.00 – $22.00 per hour. Disclaimer Statement: 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. #J-18808-Ljbffr