Community Administrator

Job Overview

The Community Administrator provides administrative services to the management team, Boards of Directors, Committees, Homeowners, Vendors, and other related parties as needed and for the daily operations of the organization.

Compensation

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

The Job

• Updating work orders in Connect and coordinating accordingly with various vendor partners as needed
• Configuring and distributing key fobs and access controls upon request
• Processing mail, including handling returned mail
• Creating newsletters and toppers
• Receptionist back-up including answering phones, voicemails and greeting visitors
• Special projects (directories, board reference book assembly, copies, proof reading, etc.)
• Processing fee waiver requests, account change forms, and check requests
• Managing vendor Requests for Proposals (RFPs)
• Preparing and distributing monthly reports and agenda packets
• Architectural Review Committee (ARC) Core Services
• Maintenance of accurate and complete records as required to properly and effectively implement the Enforcement and Architectural Programs
• Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents that are related to ACC/DRC activities, take minutes during DRC meetings (if applicable), and prepare responses to applications for residents
• Interact and follow up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association when necessary
• Perform site reviews and related correspondence and follow-up as assigned
• Submit all charge-backs for association(s) via chargeback systems, including but not limited to violation fines and architectural submission fees per the clients' management contracts
• Coordinate Design Review/Architectural Committee or Landscape Modification Application process, collect application forms and supporting documents, enter data in Connect, and prepare material for DRC consideration
• Prepare for and attend all Architectural/Design Review Committee meetings and Covenant/ERC Committee meetings as designated by association requirements
• Customer Service Core Services
• Communicate professionally with residents and clients, ensuring the highest standard of customer service
• Address inquiries and questions with a sincere offer to assist
• Determine solutions based on the nature of each issue, while keeping residents informed of the status
• Respond to all daily inquiries, providing a timeline when a resolution can’t be achieved promptly
• Exemplify FirstService Residential Core Values and Global Service Standards in every interaction while assisting external and internal customers

Additional Duties

• Maintain regular and punctual attendance to required shifts, meetings, trainings, and related employment engagements to support position responsibilities and duties
• 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 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

Skills & Qualifications

• Exceptional written and verbal communication skills
• Ability to prioritize and multi-task
• Ability to work independently
• Collaborative attitude and team player
• Highly organized and detail-oriented
• Consistent professional demeanor
• Work efficiently under pressure
• Handle change in a positive manner
• Well-versed in computer software programs (Microsoft Word, Excel, Adobe Acrobat X)

Education & Experience

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

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
• Able to lift up to 30 lbs.

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.

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. 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.