Administrative Assistant

FirstService Residential is a leader in property management, overseeing 8,600 communities across the United States and Canada.

We offer our over 17,000 associates competitive salaries, top benefits, and career training, investing in their professional development to deliver exceptional service.

Cultivating an inclusive work environment and a rich culture of collaboration and mutual respect, we strive for excellence in all aspects of our business.

Embark on a fulfilling career in property management with FirstService today.

Job Overview

The Administrative Assistant plays a vital role in providing administrative and staff support services, directly related to property management and general business operations. Responsibilities include:

• Reporting and Record-Keeping: Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
• Telephone Management: Ensures that the telephone is answered properly, and messages are handled courteously, accurately, and in a timely manner.
• Document Preparation: Initiates preparation of Management Reports, committee reports, meeting notices as applicable, and submits for Manager's review and approval.
• Resident Information: Maintains, updates, and coordinates resident information in computer databases at a minimum monthly and provides this information to the Property Manager, Board of Directors, and valet desk.
• Insurance and Supply Management: Keeps track of insurance certificate requests, maintains insurance records books for vendors and unit owners, and requests office supplies and equipment following established purchasing procedures.
• Mail and Package Distribution: 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.
• Scheduling and Meetings: Sets up meetings for Board Approval process and keeps packages updated with new memos and policies as required.
• Package Preparation: Prepares any resident information packages that require Board approval.
• Closing Statements and Inventory: 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.
• Key Management: Maintains inventory of common areas keys, transmitters, and key fobs for residents and re-orders as needed following established procedures.
• Safety and Security: Follows safety procedures and maintains a safe work environment.

Skills and Qualifications

• Education: Associate's degree with concentration in business preferred, or equivalent combination of education and experience.
• Experience: Three to five years of related work experience.
• Computer Literacy: Intermediate proficiency in Microsoft Windows software.
• Administrative Background: Strong working knowledge of customer service principles and practices.
• Interpersonal and Communication Skills: Excellent interpersonal, office management, and communications skills.

Physical Requirements

• Lifting: Ability to lift up to 50 lbs.
• Mobility: Standing, sitting, walking, and occasional climbing.
• Computer Work: Required to work at a personal computer for extended periods of time.
• Phone Usage: Talking on the phone for extended periods of time.
• Auditory and Visual Alarms: Ability to detect auditory and/or visual emergency alarms.
• Extended Hours: Ability to work extended/flexible hours, weekends, and attend Board meetings as required.

Additional Information

This is a full-time exempt position, Monday-Friday 8:30am – 5pm. We offer comprehensive benefits, including medical plans, dental, vision, time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required for training and other company functions.