Property Administrator

Description

Job Overview:

A Property Administrator supports a team of community management staff through timely completion of assigned administrative and project duties. A Property Administrator generates reports, processes architectural applications, issues work orders, and handles client phone calls daily. Additionally, the Property Administrator will serve as the point of contact assisting with the everyday questions and needs of homeowners, primarily specific to violation and architectural application questions and processing. This person will serve as Architectural Review Committee liaison, assist with compliance issues, attend scheduled Committee meetings and perform various administrative duties to support the community and community management team(s) as assigned.

Compensation: $23-25.00/hour

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:

• Interacts and follows up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association.
• Interacts and follows up with architectural consultants regarding architectural issues of the association.
• Maintains accurate and complete records as required to implement the Architectural Program properly and effectively. 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.
• Take client calls, manage work order process, interact with vendors, and resolve client matters. Handle questions or calls from board members, homeowners and vendors or refer to the appropriate staff member for assistance.
• Update and produce requested reports for board packets in a clean, orderly, and professional fashion within timeline provided by GM/AGM and/or Supervisor.
• Provide "Buddy System" backup for assigned buddy during absences.
• Maintain, and update accurate back-up binder.
• Consistent use and maintenance of Connect and Smartwebs, including, but not limited to; Violation, Work Order, Architectural, Task, and Calendar modules, Property Call Log, "Info Center", and Community Profile as needed.
• Coordinate with Supervisor to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings.
• Coordinate all meeting logistics as required.
• Manage, and process homeowner architectural submission fees.
• Organize and maintain all homeowner and administrative files and perform annual association file cleanout in accordance with company standardized document retention policy, or at the direction of the GM.
• Maintain and upload documents to Smartwebs/ADRC/Connect as requested by GM, or Supervisor per company policy.
• Assist GM in all administrative duties, including, but not limited to; scanning, copying, and emailing of documents as a backup to the Administrative Staff where assistance is deemed necessary by Supervisor.
• Maintain an organized workspace according to company procedures.
• Greet walk-in clients as appropriate.
• Manage client meetings, site visits, meeting follow-up, violation communication and overall processes as assigned.
• Organization and maintenance of all homeowners architectural and landscape plans in an orderly fashion.
• Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents that are related to DRC activities, take minutes during DRC meetings, and prepare responses to applications for residents.
• Consistent use and maintenance of information in Connect, Tasks and other FirstService database programs as assigned.
• Perform site reviews and related correspondence and follow-up as assigned.
• Must have reliable transportation and be able to drive to other work locations, perform site reviews, pick up supplies, etc.
• Coordinate Design Review Committee Architecture or Landscape Modification Application process, collect application forms and supporting documents, enter data in Connect, and prepare material for DRC consideration.
• Interacts and follows up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association when necessary.
• Prepares for and attends all Architectural/Design Review Committee meetings and Covenant/ERC Committee meetings as designated by association requirements
• Maintenance of accurate and complete records as required to implement the Enforcement and Architectural Programs properly and effectively. 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.
• Complete company training as assigned, attend all mandatory company functions, and adhere to FirstService Residential operational procedures
• Complete payroll entries each day in accordance with employee handbook.
• Must have reliable transportation and be able to drive to other work locations, perform site reviews, pick up supplies, etc.
• Other projects, opportunities or assignments as may be deemed needed and appropriate for this position.
• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Skills & Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Ability to work under tight deadlines and consistently meet deadlines.
• Exhibit professionalism, professional attire, and demeanor at all times.
• Maintain reliable transportation to assigned clients.
• Demonstrates effective communication skills consisting of oral, written and listening skills.
• Excellent customer service background/skills
• Demonstrates problem-solving abilities.
• High level of attention to detail
• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.
• Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and Power Point.
• Demonstrates organizational skills and ability to independently prioritize daily workload.
• Must have minimum typing speed of 40 WPM.
• Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds.

Education & Experience:

• Must have a minimum of a GED or a High School Diploma.
• Must have a customer service background and administrative experience.

Physical Requirements and 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 25 lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients.
• Valid California Driver's License and State mandated vehicle insurance, and registration.
• Ability to walk extensive slope and/or flat association areas and visually review landscape, building areas, recreation facilities, parks etc. to ensure proper maintenance.
• Ability to work late into evenings as required for board meeting attendance.

Tools & Equipment Used:

• General office equipment

Travel:

• Occasional travel for business/community needs.
• Inspection Drives

Schedule:

• Monday-Friday with some Saturdays from 8:30 AM to 5:30 PM.

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.