Position DescriptioAre you the missing piece? As North America’s leading property management company, we know the value of fitting in with a local team, of being part of a well-oiled machine, but empowered to act when needed. We are looking for energetic, adaptable people who understand that they are part of something larger and want a long-lasting career creating human connections. Our associates are the reason for our success, so we recruit quality people who will always dowhat’sright and build great relationships with the residents of the communities we serve. At FirstService Residential, we live our values every day. If you are passionate about helping people live better lives and are looking for an environment with room for career growth,you’rein the right place!Job ResponsibilitiesProvides high level support to management in the overall operations of Community Association business and delivers exceptional customer service to owners, residents,clientsand vendors.Assistswith the oversight ofprojects and staff associated with management of property.Essential Duties & ResponsibilitiesThe 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 beassignedevery duty.
Regular attendance and punctuality are essential functions for the role
Provide exceptional customer service to clients and vendors at all times
Respond to inquiries and provide resolution to questions or concerns intimelyfashion
Work closely with management on budget preparation, generalfinancial managementand recordkeeping for Association
Assistswith thepreparationofbids and oversee process for designated projects
Assistswithlarge projects in designated areas including vendor selection and negotiation,establishingtimelines, managing budget
Hire, evaluate and train on-site staff, whether via contract,Associationor contract
Maintain all records in Connect including work orders, resident information, Association documents, community information.
Work closely with Association and In House counsel on collection matters and monitor maintenance fee accounts
Ensure maintenance of all files,recordsand correspondencein accordance withcompany procedures and good business practices
Attend all Board meetings, where necessary
Assistswith thepreparationofBoard meeting agenda, monthly management report and all other reports and material needed for Board Packet
Maintain the annual calendarindicatingall association activity, deadlines, election, meetings, projects, etc.
Assistall walk-in homeowners and refer to Community Manager, when necessary.
Handle mailings, as needed andrequired.
Recordkeeping – binders to be kept with the following: Monthly Agendas, Modification Requests, Work Orders, Financials (including Social/Trip accounting).
Meet with Community Managerregularly to ensure completion of open action items.
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Support Executive Director; help supervisestaff.
Manage contracts with ExecutiveDirector.
Process property/liability claims for KCSA general andparcels.
Liaison with Public Works Committee and overseeroadsreconstruction and other major projects.
Responsible for coding all parcel and KCSA operationinvoices.
Write all work orders for lighting problems inKingsmill.
Oversees all work order charges for theparcels.
Attends multifamily parcel semi-annual or annualmeetings.
Coordinatesworkorderand invoicesprocessing.
DraftsRFP’sfor projects asrequested.
Additional Duties & Responsibilities
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 orassistwith any operations asrequiredtomaintainworkflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need foradditionalmaterial and supplies.
Mayparticipatein any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolveproblemsandmaintainspecified level of knowledgepertaining tonew 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.
Supervisory ResponsibilityOn-site staff where applicable.Education & Experience
College degree or equivalent work experiencerequired
Minimum of 2 years’ experience in a customer service environment
Experience management staff directly or indirectly, a plus
Knowledge, Skills & ProficienciesTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily.The requirements listed below are representative of the knowledge, skill and/or ability required.
Strongorganizational skills
Strong written and verbalcommunicationskills
Excellentinterpersonal skills.
Excellent computer skills requiredincludingemail andMicrosoft Office skills.
Skill in developing andmaintaininggood working relationships.
Tools & Equipment UsedComputer and peripherals, standard and customized software applications and tools, and usual office equipment.Physical Requirements / Working EnvironmentThe physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting,carryingand moving objects that can weigh up to 25 lbs. This movement can occur throughout the day.Mustalso be able to climb several flights of stairs if necessary.
Must be able to sit and stand for extended periods of time.
Must be able to communicate both on the phone and in person with our clientsin order toresolve issues and manage the business.
Must have finger dexterity for typing/using a keyboard.
Must be mobile enough to move around both the officein order tomake copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
Capable of working extended hours,to includeevenings,weekendsandholidaysas necessary.
This position mayalternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
Must be able to work on more than one assignment at a time with frequent interruptions,changesand delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert toworking conditions and aware of safety, health, and environmental concerns.
Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties
The work environment characteristics are normal office conditions for the role.Reasonableaccommodations may be made to enable individuals with disabilities to perform the essential functions.Hours overand above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.TravelN/ADisclaimerThe above informationonthis description has been designed toindicatethe general nature and level of work performed by employees within this classification. It is not designed tocontainor be interpreted as a comprehensive inventory of all duties, responsibilities, and qualificationsrequired ofemployees assigned to this job.This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules,dutiesand responsibilities to this job at any time.
