Administrative Assistant

Administrative Assistant

Join to apply for the Administrative Assistant role at First Service Residential

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Perform office work directly related to property management and the general business operations of the association; assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.

• 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 submits them 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 Property Manager, Board of Directors and valet desk.
• 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 codes invoices for P.M. to code and approve.
• 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.
• Other duties as required.

• Associate’s degree with a concentration in business preferred, or equivalent combination of education and experience.
• Three (3) to five (5) plus years of related work experience.
• Computer literacy:
  Intermediate proficiency in Microsoft Windows software.
• Must possess strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communication skills.
• Self‑starter with excellent communication, interpersonal and customer service and telephone skills.

• Ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekends, and attend Board meetings as required.
• Driving when necessary.

No supervisory responsibilities.

Schedule:

Monday‑Friday 8:00 am – 5:00 pm

As a full‑time associate, you will be eligible for full comprehensive benefits, including a choice of multiple medical plans, dental, and vision. You will also be eligible for time‑off benefits, paid holidays and a 401(k) with company match. Occasional travel may be required to attend training and other company events.

Compensation: $21.00 – $22.00 per hour.

Disclaimer Statement:
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.