Administrative Assistant

Administrative Assistant

The Administrative Assistant assists with the management and administration of the day to day operations of the Community Association business. Handle customer service functions. Maintain communication with Board of Trustees and homeowners. Serves as the primary source of contact for residents and homeowners on association matters.

Your Responsibilities:

• Regular attendance and punctuality are essential functions for the role
• Assure that the policies, resolutions and other acts of the Board are carried out
• Be knowledgeable of all Association Governing Documents, Rules and Regulations and general legal requirements of a community association
• Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners and Board of Trustees
• Have general knowledge and understanding of building systems and components
• Follow all policies and procedures of the Company
• Work closely with Management to learn all responsibilities of site operations
• Such other duties and responsibilities as may reasonably be directed and required
• Correspond via email or phone with individual owners
• Keep a daily log of the visits to communities
• Maintain all compliance with residents
• Act professionally and responsibility when handling sensitive compliance situations
• Perform walking and driving inspections at managers discretion
• Perform any range of special projects, tasks and other related duties as assigned
• Maintain any/all receipts with regards to vehicle maintenance or other required purchases
• Assist with preparation of Board meeting agenda, monthly management report and all other reports and material needed for Board Packet; distribute one week in advance of meeting

Update and maintain community information in Connect, including but not limited to the Community Web Site, Community Projects, Management Reports and all Association documents and forms

• Utilize Connects Resident Alert feature in order to keep homeowners apprised of Association activities and important updates, subject to Board authorization
• 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 material and supplies.
• 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:

• Self-starter/takes initiative
• Organizational skills
• Time Management
• Multi-tasking abilities
• Graphic design/marketing abilities a plus
• Interpersonal skills and poise in emotional situations
• Customer service skills
• Able to maintain confidentiality
• Ability to/interest in obtaining M-100 a plus
• Strong verbal and written communication skills needed
• Facilities Management knowledge a plus
• Community activities engagement a plus
• Attention to detail
• Able to meet deadlines
• Affinity for learning procedures quickly
• Bachelors Degree or combination of education, experience and training.
• Strong organizational skills
• Strong written and verbal communication skills
• Excellent word processing, mathematic, and computer skills required.

Physical Requirements:

• Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs. This movement can occur throughout the day.
• Must also be able to climb several flights of stairs if necessary.
• Must have finger dexterity for typing/using a keyboard.
• Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
• Capable of working extended hours, to include evenings, weekends and holidays as necessary.
• This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
• Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
• Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays.
• Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances.
• The work environment characteristics are normal office conditions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What We Offer: As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, and others. In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match. Occasional travel may be required to attend training and other company functions. Compensation: $20.00 - $24.00 hourly.