Administrative Assistant (Allure)

Do you aim high?

Are you genuinely helpful?

Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career?

Then you may be a good fit for FirstService Residential, North America’s foremost property management firm.

We’re all about our associates, and as we continue to grow, we’re looking for even more quality people who share our dedication to doing what’s right, improving residents’ quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves.

Is that you?

If so, we think you should get to know us.

Job Summary

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.

Job Responsibilities

Essential Duties & Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification.

Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.
Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations and new hires.
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, meeting notices as applicable and submit for Manager’s review and approval.
Maintains updates and coordinates resident information in computer database at a minimum on a monthly basis.

Generates and provides this information to the General Manager, 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 receiving tickets.

Stamps and code invoices.
Prepares move-in packages for re-sale and leases.

Creates files, compiles sand coordinates all necessary information and documentation for new owners/leases.
Sets up meetings for 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 inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures.

Maintains log for sales and cash purchases as needed.
Follows safety procedures and maintains a safe work environment.
Additional Duties & Responsibilities
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.
Supervisory Responsibility

N/A

Education & Experience

Must possess a High School diploma.

Some college desirable.

Knowledge, Skills & Proficiencies

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.
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 to work and meetings and track time as required by company standards
Excellent attendance 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 position including Microsoft Outlook, Word, Excel, and PowerPoint
Demonstrates organizational skills and ability to independently prioritize daily workload
Must have minimum typing speed of 50 WPM
Physical Requirements / 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.
Position involves sitting, standing and/or movement throughout the day.

Must be able to transport oneself not only around the office, but also around the Community Association.
Duties of maintaining files and records will involve stooping, bending, lifting, and grasping, pushing, pulling, or otherwise moving objects weighing as much as 45 lbs.

This type of activity may occur several times throughout the day.
Must be able to sit for extended periods of time.
Must have finger dexterity for typing/using a keyboard.
Must be able to hear in order to receive telephone calls and voice mail messages.
WORKING CONDITIONS
Performance of duties may require employee to be both inside and outside.

Inside temperature will be controlled and the use of fluorescent lighting will exist.

Outside may require employee to be exposed to the elements, which may include wind, rain, cold and extreme heat.
Professional indoor office environment
Full time position.

Typical schedule, Monday through Friday, 8:00 a.m.

– 5:00 p.m., unless otherwise specified.

Schedule subject to change based on business needs.

Some weekend work and possible evenings.

Must be able to work some evenings to attend meetings.

Overtime will be required from time-to-time.
Consistent and regular attendance required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hours over and above normal office hours will occur, including evenings, holidays, and some weekends.

Schedule is subject to change based on business needs.

Travel

N/A

Disclaimer

The above information on 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.

Job Type: Full-time

Pay: $15.00
– $17.00 per hour

Benefits:
401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Holidays
Monday to Friday
Weekend availability
Education:
High school or equivalent (Preferred)
Experience:
Administrative Assistant: 1 year (Required)
HOA admin: 1 year (Preferred)
Front Desk / Hospitality: 1 year (Required)
Work Location: One location