Administrative Assistant

Schedule: Friday-Tuesday, 8:00 am - 5:00 pm (weekend availability required)

Compensation: $20.00 - $25.00/hourly

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 of resident information in the computer database on a minimum monthly basis. Generates and provides this information to the Community or General Manager, and Board of Directors. Maintains a roster of mailroom boxes. Keep track of insurance certificate requests. Maintains insurance records for both vendors and unit owners. Maintains a supply closet. Requests all office supplies and equipment, following established purchasing procedures. Opens and distributes mail, prepares accounts for payable invoices with work orders, and receives tickets. Stamps and code invoices. Prepares move-in packages for re-sales 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. Prepare any resident information packages that require Board approval (i.e., Architectural Modification).Coordinates receive 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 & 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 required. Maintain an organized workspace according to company procedures. Exhibit professionalism, professional attire, and demeanor always. Adhere to the company Standards of all mandatory company functions. Maintain reliable 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.

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.