This position provides a wide variety of administrative and support services to the property management team. Performs office work directly related to property management and the general business operations of the Association.
Provides administrative support to the property management team. Ability to work flexible hours to include weekends. Ensures that the telephone is answered properly, promptly and messages are handled courteously, accurately and in a timely manner. Prepares welcome letter packages for mail out, preparation of community email updates, newsletters and etc. Maintains, updates and coordinates home owner information in computer database on a daily basis. Collects mail on a daily basis. Prepares move-in packages for new move-ins on a weekly basis. Audits move in reports on a monthly basis for unreported move- ins. Maintains inventory of common areas keys, amenity access cards for residents and re-order as needed following established procedures. Distributes amenity cards and guest passes as needed. Handles reservations of amenity centers. Ensure all reservations have keys to access clubhouses for their events. Audits and eliminates duplicates and incorrect addresses in Connect. Help to maintain the data of the amenity system access controllers. Assists with community events as needed. Demonstrates FirstService Residential’s values of Loyalty, Integrity, Respect, Fun, Teamwork, Work Ethic and a Positive Attitude. Follows safety procedures and maintains a safe work environment. Performs other job-related duties as directed.
Operating Skills, Knowledge & Abilities
High School Degree or equivalency required. Associates Degree in Business Administration or related field would be a plus.
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
Physical demands include ability to lift up to 25lbs; Standing, sitting, walking, driving and occasional climbing. The employee is required to work at a personal computer and talk on the phone for extended periods of. Ability to work extended/flexible hours and weekends as needed. Regular and predictable attendance.
Physical Requirements: Frequent need (66% to 100% of time) to perform the following physical activities: (a) Writing/typing - corporate/inter-office, resident communications. (b) Grasping/turning - telephone, doorknob use. (c) Finger dexterity - operation of office equipment. (d) Lifting/carrying - paperwork, deliveries, books, files, misc.). For example: over 25lbs. - rare need (less than 1% of time); between 10-25lbs - occasional need (1% to 33% of time); less than 10lbs. - frequent need (33% to 66% of time).
Vision Requirements: Constant need (66% to 100% of time) to complete forms, read and review reports, wide variety of correspondence, view computer screen. Frequent need to see small detail Frequent need (33% to 66% of time) to see things clearly beyond arm’s reach (inspecting property, neighborhood survey)
Hearing Requirements: Constant need (66% to 100% of time) to communicate over telephone and in person with vendors, corporate and staff, residents and prospects.
Reasoning Development: Must be able to apply principles of logical thinking to a variety of practical situations and accurately follow standardized procedures that may occasionally call for minor deviations. Must be able to think rationally beyond a specific set of instructions.
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.