Office coordinator

Job Overview :

The Office Coordinator provides superior customer service to residents, guests and vendors; responds promptly to resident inquiries and concerns and resolves issues in a timely efficient manner.

Communicates issues, concerns, events to the Association Manager regarding activities of the property. The Office Coordinator’s schedule is Monday-Thursday 8 : 00 a.m.-2 : 30 p.m.

Your Responsibilities :

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned to every duty.

• Accountability for servicing residents with a focus on the values of FirstService Residential : Do What’s Right, Own It, Improve It, Aim High, Build Great Relationships, and Be Genuinely Helpful
• Must maintain regular and punctual attendance to required shifts, meetings, trainings and related employment engagements to support position responsibilities and duties.

Provide superior customer service- answering homeowner inquiries about Association amenities and other general inquiries.

Respond promptly to resident inquiries, concerns and handle / resolve any issues in a timely and efficient manner

• Reservations scheduling, administrative processing of charges and payments and answering homeowner questions about procedures
• Maintain the association’s calendar of community events
• Submit work orders via Smartsheet
• Adding and making edits to homeowner information in Connect
• Maintain Arc Mod approvals via email
• Must have comprehensive knowledge of the rules and regulations, Declaration, and expectations of the Board of Directors.
• Perform violation inspections of the community by driving around the neighborhood 1-2 times a week or as needed. Process violation letters upon completion of each inspection.
• Tracks violation status and conducts repeat inspections accordingly to ensure compliance or need to escalate the violation
• Communicate with vendors who may be providing services to the clubhouse. Create work orders as needed.
• Assist in maintaining fob system which includes adding and or editing homeowner information, activating FOBS and
• Monitor security cameras and watch for any rule violations and file appropriate
• Assess all situations accordingly and contact the Association Manager when necessary
• Communicate any important issues to the Association Manager
• Handle any special projects assigned to you by the Association Manager
• Follow safety procedures and maintain a safe work environment

Additional Duties and Responsibilities :

• Practice and adhere to FirstService Residential Global Service
• 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
• 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 :

• High School diploma
• Background in service industry or customer service field
• Background in providing administrative services
• Excel, Outlook and Word experience
• Some job-related experience in property management preferred
• Knowledge of customer service principles and practices
• Customer service focused and understands the value of a smile
• Outgoing and confident personality with consistent professional demeanor, able to handle varying personalities
• Collaborative attitude and team player but also have the ability to work independently
• Exceptional interpersonal and communication skills
• Knowledge of basic computer applications / skills
• Knowledge of basic administrative duties and organization skills
• Ability to multi-task and prioritize duties
• Exceptional communication skills verbal and written
• Attention to detail and accuracy
• Highly organized and detailed-oriented
• Problem solving skills
• Able to take direction
• Reliable, punctual and discrete

Physical Requirements :

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.

• Standing / Sitting at a desk for extended periods of time
• Working at a computer throughout the day (keyboard and mouse use)
• Walking around the property. Ability to quickly and easily navigate the property as required to meet the job
• Ability to lift up to 30 pounds
• Bending down

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Compensation : $25-28 an hour

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Last updated : 2024-06-12

Salary : $25 - $28