Administrative Assistant

Administrative Assistant at First Service Residential

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. You will perform office work directly related to property 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.

• Coordinating collection and preparation of operating reports, such as time‑and‑attendance records, terminations and new hires.
• Ensuring that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Initiating preparation of Management Reports, committee reports, meeting notices as applicable and submitting for Manager’s review and approval.
• Maintaining, updating and coordinating resident information in computer database at least on a monthly basis. Generating and providing this information to the Property Manager, Board of Directors and valet desk.
• Keeping track of insurance certificate requests and maintaining insurance records books for both vendors and unit owners.
• Maintaining supply closet; requesting all office supplies and equipment, following established purchasing procedures.
• Opening and distributing mail, preparing accounts payable invoices with work orders and receiving tickets; stamping and coding invoices for P.M. to code and approve.
• Setting up meetings for Board Approval process.
• Keeping packages updated with new memos and policies as required.
• Preparing resident information packages that require Board approval (e.g., Architectural Modification).
• Coordinating receipt of closing statements or warranty deeds to put in the file and sending to corporate A/R to change name and address for maintenance coupons.
• Maintaining inventory of common area keys, transmitters and key fobs for residents and re‑ordering as needed following established procedures. Maintaining log for sales and cash purchases as needed.
• Following safety procedures and maintaining a safe work environment.
• Other duties as required.

• Associate degree with 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 communications 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, weekend, and attend Board meetings as required.
• Driving when necessary.

• No supervisory responsibilities.

• Schedule:
  
  Monday‑Friday 8:30am – 5:00pm.

As a full‑time associate, you will be eligible for full comprehensive benefits including your choice of multiple medical plans, dental, and vision. In addition, you will 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 functions.

Compensation: $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.

Entry level

Full‑time

Administrative