Front Desk/Administrative Assistant

Position Responsibilities

• Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Initiates preparation of management reports, committee reports, meeting notices as applicable and submit for Manager's review and approval.
• Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis. Generates and provides this information to the Community Association Manager, Board of Directors and General Manager.
• Maintains digital filing system and promotes a paperless working environment.
• Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail.
• Prepares move-in packages for new home sales, re-sales and leases. Ensures that new homeowner access control activations are processed timely.
• Prepares any resident information packages that require Board approval, (i.e. Architectural Modifications).
• Maintains inventory of common area keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.
• Follows safety procedures and maintains a safe work environment.
• Aids with community communications.
• Collaborates with Community Association Manager to manage front desk support team workflow.

Association Structure and Financial Management

• Be a liaison for the Operations Department with the Lifestyle Department, F&B Department and Community Association Manager on planning and executing inter departmental S.O.P.'s.
• Understand brand commitment, financial goals and operate assets in owners' best interest in accordance with the Board's policies.

Education and Technical Competencies

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• Must possess strong administrative background Three (3) to Five (5) plus years of related work experience.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.
• Homeowner Association/Condominium Association experience preferred; ideally in a resort, lifestyle driven or active adult community.
• Intermediate proficiency in Microsoft Windows software.
• Experience working with communication programs such as mail chimp or constant contact and reservation systems such as membership works an advantage.
• Working knowledge of industry software such as FirstService Residential Connect, Tops, AvidXchange etc. an advantage.

Special Requirements

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Able to detect auditory and/or visual emergency alarms.
• Able to work extended/flexible hours, weekend, and attend Board meetings as required.
• Have fun!!! FINS UP!

Compensation/Work Schedule

$21.00 per hour
Full-Time (40 hours weekly)
Monday - Friday, 9:00am - 5:00pm

Disclaimer

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.

Alternative Selection Process or Reasonable Accommodations

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.

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.