Client Services Coordinator

About the role

The Client Services Coordinator (CSC) will support the General Manager through timely completion of assigned administrative and project duties. This position will include two Master Associations, involving working closely with different departments, homeowners, and board members.

Responsibilities

• Understand and have great knowledge of Association Documents – governing documents, rules and regulations, architectural standards, etc.
• Review and recommend revisions to the Architectural Standards annually.
• Review and recommend revisions to the Enforcement Policies annually.
• Take client calls, manage work order process, interact with vendors, and resolve client matters.
• Update and produce requested reports for board packets in a clean, orderly, and professional fashion within timeline provided by GM and/or Supervisor.
• Maintain, and update accurate historical data and legacy files when applicable.
• Consistent use and maintenance of Connect, including, but not limited to; Violation, Work Order, Architectural, Task, and Calendar modules, Property Call Log, "Info Center", Smart Webs and Community Profile as needed.
• Maintain connect resident portal and front facing website to remain current and informative.
• Draft and manage weekly e-blast to the membership with content approval from the General Manager.
• Partner with General Manager to create content for Newsletters and other membership related communications.
• Design and prepare a New Homeowner Welcome Packet to be updated quarterly.
• Support the General Manager as needed to include, but not limited to Board Packets, proposals, annual election process, and Delegate engagement.
• Cookordinate with assigned GM to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings.
• Review, input, separate and handle all mail for assigned GM. Fax and/or scan and email documents as requested by GM.
• Cookordinate all meeting logistics as required.
• Submit all charge-backs for association(s) via chargeback systems, including but not limited to violation fines, and architectural submission fees per the client's management contract.
• Conduct on-site inspections weekly for violation enforcement and architectural compliance.
• Prepare for, provide recommendations, and lead all Architectural Meetings with the Architectural Committee. Process meeting follow up consistent with Association’s policies.
• Prepare for, provide recommendations, and lead all Enforcement Meetings with the Board of Directors. Process meeting follow up consistent with Association’s policies.
• Organize and maintain all homeowner and administrative files and perform annual association file cleanout in accordance with company standardized document retention policy, or at the direction of the GM.
• Maintain and upload documents to ADRC/Connect as requested by GM, or Supervisor per company policy.
• Assist GM in all administrative duties, including, but not limited to; scanning, copying, and emailing of documents as a backup to the Administrative Staff where assistance is deemed necessary by Supervisor.
• Maintain an organized workspace according to company procedures.
• Greet walk-in clients as appropriate.
• Complete company training as assigned, attend all mandatory company functions and adhere to FirstService Residential operational procedures.
• Manage client meetings, site visits, meeting follow-up, violation communication and overall processes for addendum accounts as assigned.
• Manage violation module, and issue written correspondence for non-addendum accounts at the direction of the GM.
• Complete payroll entries each day in accordance with employee handbook.
• Must have reliable transportation and be able to drive to other work locations.
• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• 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.
• Other duties as assigned.

Qualifications

• Ability to work under tight deadlines and consistently meet deadlines.
• Exhibit professionalism, professional attire and demeanor at all times.
• Maintain reliable transportation to assigned clients.
• Demonstrate effective communication skills consisting of oral, written and listening skills.
• Demonstrate problem-solving abilities.
• Be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and Power Point.
• Demonstrate organizational skills and ability to independently prioritize daily workload.
• Must have minimum typing speed of 40 WPM.
• 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 respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds.

Education & Experience

• Must have a minimum of a GED or a High school diploma.

Physical Requirements And Working Environment

• Must be able to lift 25 lbs.
• Must be able to sit for extended periods of time.
• Must have finger dexterity for typing/using a keyboard.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients.
• Valid California Driver's License and State mandated vehicle insurance, and registration.
• Ability to walk extensive slope and/or flat association areas and visually review landscape, building areas, recreation facilities, parks etc. to ensure proper maintenance.
• Ability to work late into evenings as required for board meeting attendance.

What We Offer

• Medical, dental, and vision plans (full time and those working 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
• 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.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics. Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com. Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.