Administrative Assistant

Job Overview:

The Administrative Assistant assists with the management and administration of the day to day operations of the Community Association business. Handle customer service functions. Maintain communication with Board of Trustees and homeowners. Serves as the primary source of contact for residents and homeowners on association matters.

Your Responsibilities:

• Regular attendance and punctuality are essential functions for the role
• Assure that the policies, resolutions and other acts of the Board are carried out
• Be knowledgeable of all Association Governing Documents, Rules and Regulations and general legal requirements of a community association
• Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners and Board of Trustees
• Have general knowledge and understanding of building systems and components
• Follow all policies and procedures of the Company
• Work closely with Management to learn all responsibilities of site operations
• Such other duties and responsibilities as may reasonably be directed and required
• Correspond via email or phone with individual owners
• Keep a daily log of the visits to communities
• Maintain all compliance with residents
• Act professionally and responsibility when handling sensitive compliance situations
• Perform walking and driving inspections at managers' discretion
• Perform any range of special projects, tasks and other related duties as assigned
• Maintain any/all receipts with regards to vehicle maintenance or other required purchases
• Assist with preparation of Board meeting agenda, monthly management report and all other reports and material needed for Board Packet; distribute one week in advance of meeting
• Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners and Board of Trustees

• Update and maintain community information in Connect, including but not limited to the Community Web Site, Community Projects, Management Reports and all Association documents and forms
• Utilize Connect's Resident Alert feature in order to keep homeowners apprised of Association activities and important updates, subject to Board authorization
• Provide customer service assistance to homeowners as needed. Assist with homeowners' calls and inquires and respond accordingly or direct to the appropriate party
• 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:

• Bachelor's Degree or combination of education, experience and training.
• Strong organizational skills
• Strong written and verbal communication skills
• Excellent word processing, mathematic, and computer skills required.
• Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs. This movement can occur throughout the day.
• Must also be able to climb several flights of stairs if necessary.
• Must be able to sit and stand for extended periods of time.
• Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.

• Must have finger dexterity for typing/using a keyboard.
• Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
• Capable of working extended hours, to include evenings, weekends and holidays as necessary.
• This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
• Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
• Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays.
• Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances.
• For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns.
• Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties
• The work environment characteristics are normal office conditions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.