Property Administrative Assistant

Job Overview The Facility Administrator is responsible for working with various committees to support the development and implementation of fun-filled, lifestyle enriching events and programs. These events and programming are designed to contribute to resident-HOA relations through social and community involvement, participatory and spectator events, creative and educational coursework, lecture series, travel clubs, book reviews, fitness classes, etc. This individual will build and foster professional relationships with committee members and residents to assist in custom-designing programs to encourage resident participation. The Facility Administrator will support management with a variety of administrative initiatives, homeowner support, vendor oversight and other tasks as assigned. The position requires the exercise of discretion and independent judgment. Strong organizational, marketing, special event planning, customer service, and supervisory skills are required with effective interpersonal, writing and oral communication abilities. Description Job Overview The Facility Administrator is responsible for working with various committees to support the development and implementation of fun-filled, lifestyle enriching events and programs. These events and programming are designed to contribute to resident-HOA relations through social and community involvement, participatory and spectator events, creative and educational coursework, lecture series, travel clubs, book reviews, fitness classes, etc. This individual will build and foster professional relationships with committee members and residents to assist in custom-designing programs to encourage resident participation. The Facility Administrator will support management with a variety of administrative initiatives, homeowner support, vendor oversight and other tasks as assigned. The position requires the exercise of discretion and independent judgment. Strong organizational, marketing, special event planning, customer service, and supervisory skills are required with effective interpersonal, writing and oral communication abilities. Your Responsibilities Responsible for working with appropriate committees (i.e. Social, Sports, Pool, etc., where applicable) and volunteers to support all aspects of event planning including, but not limited to, the development, implementation and marketing of lifestyle events for the community, all social programs and activities, mailings, managing rsvp-s, negotiation and contracting caterers/ vendors, as well as facilitating the set-up and tear-down of each event. Maintains an ongoing Community Book of Events to include, but not limited to, planning sheets, budget, vendors, expenditures, follow up notes for future planning, etc. Coordination of lifestyle initiatives. Prepare and lead monthly best practice calls for lifestyle SOP-s. Create and execute all catering processes including contracts, budgets, service staff scheduling and quality service initiatives. Keep accurate records of expenditure for each event and submit all receipts in a timely and organized manner. Works with appropriate committee(s) and volunteers to manage the set up and tear down of all events. Maintains order and flow during each event. Mediate any issues as they may arise. Insure work site and event safety. Plan, promote and participate in annual calendar of activities, classes, clubs and ongoing programs that meet the interests of the community residents. Develop and maintain a master calendar for the community-s events. Conduct competitive marketing studies and develop plans to attract additional events and revenues, work with Administrative/Marketing Coordinator to utilize all marketing resources (i.e. community newsletter, E-news, and social media programming). Build partnerships with local businesses and organizations to provide opportunities to engage in various community service projects and activities in the local area, including the development of sponsorships. Create invitations, announcements, and postings to market community programs and promote participation. Work directly with Administrative/Marketing Coordinator to develop and maintain on-site marketing materials, marketing signage, Intranet communications and updates, as well as proofing all promotions and written communications. Develops and maintains an effective ongoing homeowner relations plan, implements initiatives, and manages relationships to ensure a high level of service including timely and complete resolution of homeowner concerns, coordinating special services and requests as measured by formal and informal feedback and surveys. Recruit and organize resident volunteers. Attend all social and events committee meetings and events; provide leadership to social and events committees, give professional event planning advice to committees on their event plans. Recognize committee members and volunteers and show appreciation formally and informally. Listens attentively to questions and comments. Communicates in a professional and composed demeanor under all circumstances. Responds to phone calls and correspondence within 24 hours. Serve as local information resource and reference for homeowners. Displays exceptional ability to analyze and deal with a variety of situations. Prepared balanced petty cash transactions and sends weekly report to accounting. Uploads all invoices, receipts, check requests as appropriate to FSRConnect weekly. Establishes folders for each committee with copies of any and all appropriate documentation pertaining to events. Manages client relationships to ensure customer satisfaction and a high level of service including timely and complete resolution of homeowner concerns, coordinating special services and requests. Consistently and genuinely demonstrates FirstServices- values of Loyalty, Integrity, Respect, Fun, Teamwork, Work Ethic and a Positive Attitude. Assists management team in preparation for community meetings and monthly newsletter preparation. Follows safety procedures and maintains a safe work environment. Ability to work flexible hours to include weekends. Performs other job-related duties as directed. Provides administrative support to the property management team. Prepares move-in packages for new move-ins on a weekly basis. Audits move in reports on a monthly basis for unreported move- ins. Distributes amenity cards and gates remotes. Maintains inventory of common areas keys, amenity access cards for residents and re-order as needed following established procedures. Handles reservations of amenity centers. Ensure all reservations have keys to access clubhouses for their events. Ensures that the telephone is answered properly, promptly and messages are handled courteously, accurately and in a timely manner. Receive and handle all enforcement related emails and phone calls with residents. Assist with the monthly Enforcement inspections. Regular and predictable attendance. Skills - Qualifications Education/Training: High School Degree or equivalency required. Associates Degree in Business Administration or related field would be a plus. Experience/Knowledge/Abilities: Must have a friendly personality; possess good basic computer and customer service skills. One (1) to Two (2) years of customer service experience and a strong commitment to customer service principles and practices. A self-starter with excellent telephone skills. Good organizational skills. Computer Literacy: Intermediate proficiency in Microsoft Windows software. Ability to prioritize work with minimum supervision. What We Offer As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision. 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. Disclaimer 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. 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. #J-18808-Ljbffr