Administrative Assistant

Description

Job Overview: This position provides a wide variety of administrative, and staff support services. Performs office work directly related to HOA management and the general business operations of the association. May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties. Compensation: $22 per hour FirstService Residential will compensate the successful candidate per 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:

• 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, and meeting notices as applicable and submits for the Manager-s review and approval.
• Maintains updates and coordinates resident information in the computer database at a minimum on a monthly basis. Generates and provides this information to the Community or General Manager, and Board of Directors.
• Maintains roster of mailroom boxes.
• 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 receives tickets. Stamps and code invoices.
• Prepares move-in packages for re-sale and leases. Creates files, compiles, and coordinates all necessary information and documentation for new owners/leases.
• Set up meetings for the 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 the inventory of common area keys, transmitters, and key fobs for residents and re-order as needed following established procedures. Maintains a log for sales and cash purchases as needed.
• Follows safety procedures and maintains a safe work environment.
• All other duties as assigned.

Skills and Qualifications:

• Good written and verbal communication skills.
• Adhere to required deadlines.
• Foster cooperation and work well within a team atmosphere.
• Complete company training as assigned.
• Be punctual in work and meetings and track time as required by company standards.
• Excellent attendance is mandatory.
• Maintain an organized workspace according to company procedures.
• Exhibit professionalism, professional attire, and demeanor at all times.
• Adhere to the company-s Standards of Operation.
• Attend all mandatory company functions.
• Maintain reliable transportation.
• Demonstrates effective communication skills consisting of oral, written, and listening skills.
• Demonstrates excellent problem-solving abilities.
• Excellent time management abilities.
• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.
• Must be proficient with computer programs needed for specific positions including Microsoft Outlook, Word, Excel, and PowerPoint.
• Demonstrates organizational skills and ability to independently prioritize daily workload.
• Must have a minimum typing speed of 50 WPM.

Work Location : Reno, NV Work Hours:  Monday to Friday What We Offer:

• 10 company paid holidays
• Medical, dental, vision
• HSA and FSA
• Company-paid life insurance and Employee Assistance Plan
• Supplemental life, disability, accident, critical illness, hospital indemnity
• Identity theft, legal services
• Pet insurance
• 401(k) with company match

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, culture, and exciting career opportunities v isit our website. 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.