Administrative Assistant

Administrative Assistant – FirstService Residential Pay Range $21.00/hr - $23.00/hr Job Overview As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. This includes office work related to property management and the general business operations of the association, assisting with employee payroll, budget preparation, record control and reporting regarding operations and personnel changes, and emergency service duties. Responsibilities Coordinate collection and preparation of operating reports such as time-and-attendance records, terminations, and new hires. Ensure that the telephone is answered properly and messages are handled courteously, accurately and timely. Initiate preparation of Management Reports, committee reports, and meeting notices, and submit them for Manager’s review and approval. Maintain, update, and coordinate resident information in the computer database on a monthly basis; provide this information to the Property Manager, Board of Directors, and valet desk. Track insurance certificate requests and maintain insurance record books for vendors and unit owners. Maintain the supply closet and request all office supplies and equipment following established purchasing procedures. Open and distribute mail, prepare accounts payable invoices with work orders and receiving tickets; stamp and code invoices for PM to code and approve. Set up meetings for Board Approval process. Keep packages updated with new memos and policies as required. Prepare resident information packages requiring Board approval (e.g., Architectural Modification). Coordinate receipt of closing statements or warranty deeds to file and send to corporate A/R to change name and address for maintenance coupons. Maintain inventory of common area keys, transmitters, and key fobs for residents and reorder as needed. Follow safety procedures and maintain a safe work environment. Demonstrate excellent customer service, communication, and time management skills. Proofread the monthly newsletter and assist with weekly communication. Maintain daily log, records, and forms. Monitor and control access to the building. Greets and directs residents, guests, and invitees. Skills & Qualifications Associate’s degree with a concentration in business preferred, or equivalent education and experience. Three to five years of related work experience. Intermediate proficiency with Microsoft Windows software. Strong administrative background. Strong knowledge of customer service principles and practices. Excellent interpersonal, office management, and communications skills. Self‑starter with strong communication, interpersonal, and customer service skills; telephone skills. Bilingual candidates preferred. 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. Talking on the phone for extended periods. 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. Schedule Monday through Friday, 8:00 am to 5:00 pm What We Offer As a full‑time non‑exempt associate, you will be eligible for comprehensive benefits, including multiple medical plans, dental and vision, paid time off, holidays, and a 401(k) with a company match. Occasional travel may be required for training and other company functions. Compensation $21.00 – $23.00 per hour 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. Seniority level Mid‑Senior level Employment type Full‑time Job function Administrative #J-18808-Ljbffr FirstService Residential