Community Administrator

Job Responsibilities

• Updating work orders in Connect and coordinating with vendors
• Configuring and distributing key fobs and access controls
• Processing mail and handling returned mail
• Creating newsletters and toppers
• Receptionist back-up including answering phones, voicemails, and greeting visitors
• Assisting with special projects such as directories, board reference books, and copy preparation
• Processing fee waiver requests, account change forms, and check requests
• Managing vendor Requests for Proposals (RFPs)
• Preparing and distributing monthly reports and agenda packets
• Performing regional admin duties like making changes in Connect, Smartwebs, and Southdata, and ordering office supplies
• Handling Architectural Review Committee (ARC) tasks including maintenance of records, liaison with boards and committees, and site reviews
• Providing customer service by communicating with residents and clients, addressing inquiries, and following up on issues

Essential Duties

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.

Customer Service Core Services

• Communicate professionally with residents and clients
• Document requests and outcomes in partnership with RSS teams
• Determine solutions based on the nature of each issue
• Facilitate the inputting of requests in the appropriate Help Center
• Respond to daily inquiries with a timeline for unresolved issues

Additional Duties

• Maintain regular and punctual attendance
• Practice and adhere to FirstService Residential Global Service Standards
• Conduct business with high standards of personal, professional, and ethical conduct
• Perform or assist with any operations as required to maintain workflow and meet schedules
• Notify supervision of unusual equipment or operating problems and the need for additional materials and supplies
• Ensure all safety precautions are followed while performing the work
• Follow all policies and Standard Operating Procedures as instructed by Management
• Complete company training as assigned, attend all mandatory company functions, and adhere to FirstService Standards of Operation, policies, and procedures
• May be asked to work onsite on occasion within the local geographic area
• Perform other duties as assigned

Education & Experience

• High School diploma or equivalent
• Minimum 4 years of administrative experience
• Background in customer service, property management, and/or real estate

Knowledge, Skills & Proficiencies

• Exceptional written and verbal communication skills
• Prioritize and multi-task
• Work independently
• Collaborative attitude and team player
• Highly organized and detail-oriented
• Consistent professional demeanor
• Handle changes in a positive manner
• Well-versed in computer software programs (Microsoft Word, Excel, Adobe Acrobat)

Physical Requirements & Working Environment

• Sitting at a desk for extended periods of time
• Working on a computer throughout the day (monitor, keyboard, and mouse use)
• Listening and focusing for long periods of time
• Standing at a copier for extended periods of time
• Climbing warehouse ladder to access storage boxes
• Subjected to loud noises when running postage and folding machines
• Lifting up to 30 lbs.

What We Offer

• Medical, dental, and vision plans (full time and part-time)
• 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.