What are the responsibilities and job description for the Administrative Assistant - Receptionist position at FirstService Residential?

Job Overview :

The Administrative Assistant / Receptionis t for the onsite office at Trilogy at La Quinta Maintenance Association is a key position within a dynamic team serving one of the premier Master Planned housing communities in the nation. The right candidate enjoys interfacing and assisting people, and providing support to other members of the staff team. The individual holding this position is the first person residents will see and engage with, as well as provide administrative support to the onsite General Manager and team providing exceptional customer service.

Compensation : $20.00-22.00

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.

Job Responsibilities :

In addition to all other duties and responsibilities described within the generic job description for Administrative Assistant-Receptionist, the following specifically apply to this position. Other duties may be assigned.

Customer Service / Administrative Support

Dress professionally at all times.
Provide exceptional customer service when answering telephones and engaging with clients (board members and homeowners).
Greet all residents and guests as they enter the HOA office.
Convey a consistent, positive, upbeat demeanor when communicating with residents, vendors, contractors, and guests.
Answer in-person and telephone inquiries about services and general community information.
Be knowledgeable of rules, regulations, and policies.
Provide accurate information to clients and homeowners asking questions.
Organize and maintain the front desk and work areas, keeping them neat and clean.
Collect and distribute mail to various departments.
Prepare correspondence, memos, and draft routine reports as necessary.
Assist in ordering and maintaining inventory of office supplies, including break room and meeting supplies, ensuring sufficient stock.
Maintain phone and visitor logs, submitting monthly reports.
Update addresses and other homeowner records.
Perform filing, scanning, faxing, shredding, and other clerical tasks as directed.

Work Order Management

Issue work orders in Connect, follow up, update and close on both Connect and website.

Dispatch department as necessary and communicate with resident on status.

Communicate with Staff in Teams.

Prepare monthly work order reports for board packets.

Inform the DRC / Landscape Project Manager of any work order issues.

Perform follow-ups with residents concerning their issues as directed.

Prepare any communications as directed.

Meetings and Communication

Attend HOA weekly meetings.

Provide backup support in attending various committee and board meetings, including drafting meeting minutes.

Communicate with onsite Trilogy team members.

Incident Reporting and Safety

Report incident reports as required.

Stay up to date with safety and educational training.

Read and interpret documents such as safety rules, operating / maintenance instructions, and procedure manuals.

Flexibility and Team Support

Cover breaks and lunches for HOA staff as necessary.

Run errands and assist with meeting preparations.

Provide backup phone support for the security gate and other team members.

Assist with gate management system inquiries.

Assist and direct residents to appropriate services and departments.

Report any concerns to the manager.

Be flexible with your schedule as necessary.

Perform any reasonable tasks requested by the General Manager.

Assist HOA in other duties and special projects as assigned.

Organize and maintain HOA forms for residents.

Assist the General Manager with special tasks and projects.

Cover team during vacations and illnesses.

Provide community HOA forms upon request.

Shred documents identified for shredding.

Technology and Tools

Must be proficient in Microsoft Word, Excel, and Outlook.

Utilize critical thinking, good business judgment, and analytical skills when performing tasks.

Additional Duties

Practice and adhere to FirstService Residential Global Service Standards.

Conduct business at all times with the highest standards of personal, professional and ethical conduct.

Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.

May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.

Ensure all safety precautions are followed while performing the work.

Follow all policies and Standard Operating Procedures as instructed by Management.

Perform any range of special projects, tasks and other related 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.

Ability to be flexible and be able to move from one job to the next depending on ever changing priorities.

Excellent Customer Service Skills - specifically in-person and phone communication interface with residents. Talking and hearing occur continuously in this position in the process of communicating with guests, associates, supervisors, vendors, and our clients.

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 be able to perform duties responsibly and promptly in an unsupervised environment.

Able to handle multiple responsibilities.

Must be literate and articulate in written form in order to prepare correspondence.

Must be able to handle pressure and deadlines related to the job.

Proficient in English.

Bilingual Spanish helpful.

Excellent general math skills.

Education & Experience :

High school diploma or equivalency required. College level courses in business or hospitality are preferred.

Must be proficient with Microsoft Office, especially Microsoft Excel

Must have experience in using database software.

Must have general knowledge of computer setups and peripheral equipment.

Physical Demands & Work 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 mobile enough to move about the facilities, including up and down stairs and recreational areas and navigate uneven surfaces.

Must be able to lift up to 25 pounds.

Must be able to sit and stand for extended periods of time.

Must have finger dexterity for typing / using a keyboard.

Must be able to actively talk and listen to clients, vendors, co-workers and supervisors.

Must be able to stand and exert well-paced ability for up to 4 hours in length.

Must be mobile enough to move around within the office and throughout the venue.

Work Environment :

The work environment characteristics are office conditions at an onsite community. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Full time nonexempt position. Regular schedule is Monday through Friday, dependent on company need and workload. There are occasions when it is necessary to work various holidays and weekends. Attendance at evening meetings may be required. Hours over and above 40 per week may occur.

Supervisory Responsibilities :

N / A

Tools & Equipment Used :

General Office Equipment

Travel :

Possess dependable transportation, a valid California State Driver's License, and the state mandated vehicle insurance.

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.

Salary : $20 - $22

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