Associate Admin

Job SummaryResponsible for the day-to-day servicing of clients and homeowners by providing a wide variety of administrative and staff support services. Interactions are typically with HOA homeowners and Board Members in person, via telephone or written correspondence. Position provides support to the Community Manager and District Community Manager by processing the non-compliance, architectural applications, and beach management procedures in accordance with company policies and procedures, NRS 116 and the governing documents of the association.Essential Duties & ResponsibilitiesThe 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* Work with assigned Community/General Manager(s) as an integral part of the management team.* Greets residents and guests as they enter facilities with the highest level of customer service; addresses the member by name whenever possible.* Register residents and their guests and charge all applicable fees for facility usage per approved company policies.* Maintain regular and positive communication with each owner and abide by the culture created to enhance, promote and execute daily positive interaction among members of the management team.* Identify and clarify resident’s needs. Answer questions and provide direction while maintaining owner confidentiality.* Use of electronic filing system (docuware) to ensure documents are properly logged and archived pursuant to the company’s policies.* Ensures the telephone is answered properly and messages are handled courteously, accurately and within 24 hours. Monitors, logs, and screens messages, providing managers with necessary details for follow-through.* Committee and Board Meeting Preparation/Attendance:* Communicates with committee chairs to identify agenda items for upcoming meetings, including status updates on committee assigned projects to ensure progress is moving forward.* Creates draft agenda for Community Manager to finalize with Board one month in advance of the meeting.* Creates board packets for board and executive meeting three weeks before a scheduled meeting to final with Community Manager for distribution and posting 2 weeks prior to the scheduled meetings.* Assists in the preparation of committee reports, meeting notices as applicable, meeting minutes, and submit for Manager’s review and approval.* Architectural Review Committee:* Assists the CAM in the review of architectural applications and processes accurately in a timely manner* Review governing documents for association to complete architectural processing* Draft submittal letters and forward architectural applications to the committee and/or manager* Draft various incomplete, approval, conditional and/or denial letters based on committee and/or Board decisions on their behalf with completeness and accuracy* Correspond with homeowners regarding their architectural changes, to include forwarding applications, reviewing letters, etc.* Answer questions regarding architectural processes in accordance with documented company policies and procedures and the associations’ governing documents* Non-Compliance Specialist:* Assists in the preparation of the inspection packages for the manager, including printing inspection reports* Assists in the preparation of the hearing packages for the manager, including printing reports for responses* Review and post fines to all corresponding homeowners’ accounts* Prepare account changes as needed to correct miss-posted fines* Review and process non-compliance reports and letters accurately in a timely manner* Ensures timely processing of all non-compliance inspections and reports* Ensures scheduling of inspection drives* Event Planning and Execution:* As needed, works with management to create and implement all scheduled activities and special events on the association’s master calendar for each month. Assists in the planning of major events annual and remaining events at least 3 months out.* Assists the Manager to ensure supplies, decorations, and/or publicity needs are met for each program and event.* Works varying schedules, weekends, holidays, late nights and overtime to reflect the business needs of the Associations. Attends departmental meetings and/or trainings as scheduled.* Required to attend any mandatory trainings and/or meetings scheduled.* All other duties as assigned by Community/General ManagerQualificationsTo 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions* High School diploma or equivalent* At least one year of professional work experience for a Common Interest Community* Must be able to obtain Community Manager pre-licensing education and applicable certificate from state* CPR/AED certifications preferred* Responsible for maintaining Company, Resident and Staff confidentiality* Strong communication, customer service and inter-personal skills* Knowledge of building trades and building maintenance preferred* Must be able to “walk” properties in all weather conditions as necessary* Must be able to acquire and maintain current knowledge of the state statutes, association CC&R’s, and Rules and Regulations.* Must be able and willing to work FT hours in order to meet the requirements of the position as scheduled by the Community ManagerPhysical Requirements & Working EnvironmentThe 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* Must be able to lift 50 lbs, by following appropriate safety procedures* Work is performed in a variety of environmental conditions, with exposure to outdoor temperatures, weather variations, traffic and equipment noise, equipment vibrations, vehicle and/or chemical fumes, chemicals such as cleaning solvents, machinery and their moving parts and dust* Work duties may require the ability to stand or walk on hard surfaces for frequent and prolonged periods of time* Be able to lift, pull and push materials and equipment up to 50 lbs occasionally to complete assigned job tasks* Climb ladders and work at heights above ground level (maximum of 14 ft on A-frames and 21 ft on extension ladders)* Strong communication, verbal and written, and inter-personal skillsReasonable 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.About UsFirstService Residential is North America’s foremost property management firm. Our dedication, responsiveness and integrity are why thousands of communities across the U.S. and Canada choose FirstService Residential to manage their properties. We have expertise working with complex communities with large budgets and numerous amenities. In addition, we manage commercial associations and mixed-use developments, as well as multi-family and investor-owned rental and REO properties for institutional and private equity clients.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, apply today or join our community and learn more about FirstService Residential.To learn more about our company and culture, please visithttps://www.fsresidential.com/nevada