Administrative Assistant

Job Overview:

The Administrative Assistant supports the General Manager (“GM”) and/or the Resident Relations Supervisor by providing exceptional, responsive service to every resident or guest they encounter. The Administrative Assistant is the interface who executes a variety of concierge/social/resident functions enhancing the resident experience at their property or community. While all on-site positions promote and exude warm and helpful service, the Administrative Assistant position specifically focuses on “Five-Star” service excellence and is tasked with understanding residents expressed and unexpressed preferences and executing a full-service hospitality platform under the direction of the GM. The Administrative Assistant is customer focused with excellent interpersonal communication and organizational skills and has a “can do” attitude. They must understand and adopt all community management tools (communications mediums, Connect, Access Control, Security etc.) on a daily basis to enhance the lifestyle of every resident.

Compensation: $23-25/hr

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client’s property, the salary or wage will also be premised upon the client’s directive. The base pay range is subject to change and may be modified in the future.

My Responsibilities:

Assist the General Manager with the following. Other duties may be assigned.

Continual process of seamless connection between residents, board of directors, and staff.
Assist residents (via calls, email, face-to-face) with the distribution of key/gate access devices, clubhouse and tennis court reservations, vehicle registration, pool towel distribution, and general questions pertaining to the Community and document activity.
Performs move-in orientation for new residents.
Conduct daily inspections of the facility and report any maintenance needs via the work order system, to the General Manager and follow through.
Provide weekly update report to the General Manager of pending projects and activities accomplished.
General administrative functions (i.e., access key software, updates logs/work orders)
Post and distribute notices for all community communications.
Works with collaboratively and professionally with fellow staff members to ensure all functions and projects are completed effectively and efficiently.
Complies with service expectations and company standards as well as policies and procedures.
Accommodates Resident requests expediently and courteously within 24 hours of initial call. Follows up with person assigned to task and Resident to ensure completion of the request.
Attends and participates in designated meetings or functions as required by the General Manager or the Board of Directors.
Attends all FirstService Residential company mandatory functions and complies with all FirstService Residential company policies and procedures.
Apply a pro-active approach to all areas of responsibility and strive for continued improvement and excellence throughout.
Follows quality system procedures.
Other duties as assigned.

Skills & Qualifications:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Completion of some college course work is preferred.
Must be literate and articulate in written form in order to prepare correspondence.
Must be able to handle multiple tasks effectively and efficiently.
Must be able to handle pressure and deadlines related to the job.
Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectable identifier, and; respecting in the diversity of our workforce in actions, words and deeds.
Must possess some business/customer service experience.
Excellent, effective, and diplomatic oral and written communication skills.
Previous work experience in a customer service environment
Detail oriented with a high level of accuracy.
Outstanding computer skills to include heavy word processing using Microsoft Word, spreadsheets using Microsoft Excel. General database entry and maintenance preferred.
Forward thinking, proactive, and able to provide creative alternatives for problem solving.
People/community oriented — represents the vision of the Community.
Must have use of transportation; possess current drivers license and state-mandated vehicle insurance.

Education and Experience:

High school diploma or equivalent
2 years of customer service experience
A minimum of 2 years of administrative assistant experience

Tools & Equipment Used:

Valid California Drivers License and State mandated vehicle insurance.

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.

Must be able to lift 25lbs.
Must be able to sit for extended periods of time.
Must have finger dexterity for typing/using a keyboard, and sorting.
Must be able to move around the office, using office equipment, connecting with associates, etc.
Talking and hearing occur continuously in this position.

Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

What We Offer:

Medical, dental, and vision plans (full time and part time 30 hours)
Part time 20 hours qualify for dental and vision
401K match
Time off including vacation, sick, and company paid holidays
Pet insurance available
Verizon discount
Tuition reimbursement
Legal services
Free emotional wellbeing and daily life assistance support for all associates
Domestic partner coverage
Health savings account
Flexible spending account

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.

To learn more about our company and culture, please visit www.fsresidential.com/california

Disclaimer

The above information in 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.

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances.