ASSISTANT COMMUNITY MANAGER

FirstService Residential
Toms River, NJ Full Time
POSTED ON 2/17/2022 CLOSED ON 3/11/2022

What are the responsibilities and job description for the ASSISTANT COMMUNITY MANAGER position at FirstService Residential?

Position Description


Position Title:


Assistant Community Manager


Job Number:


Reports To:


Community Manager


Department:


2000 Administrative


FLSA Status:


Exempt


Last Updated:

2/14/2021



The Company


Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America's foremost property management firm. We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, we think you should get to know us.

Job Responsibilities


Provides assistant to the Community Manager, helping to ensure the Community is maintained and operated in accordance with Association objectives. Responsibilities include working closely with the Community Association Board and Committees. This position is designed to prepare individuals for a position as a property manager.

Essential Duties & Responsibilities


As an Assistant Community Manager, you will work closely with the General Manager in all phases of property operations, including staff management and development, leasing, oversight of contract workers and vendors, collections, resident relations and marketing activities

  • Provide exceptional customer service to clients and vendors at all times
  • Respond to inquiries and provide resolution to questions or concerns in timely fashion
  • Assist with the daily general financial management to include processes of accounts payable and receivable, and record keeping
  • Assist with bid process
  • Conduct regular inspections of site, where needed.
  • Maintain all records in Connect including work orders, resident information, Association documents, community information.
  • Ensure maintenance of all files, records and correspondence in accordance with company procedures and good business practices
  • Attend all Board meetings, when necessary
  • Assist with preparation of Board meeting agenda, monthly management report and all other reports and material needed for Board Packet
  • Assist with establishing an annual calendar indicating all association activity, deadlines, election, meetings, projects, etc.
  • Assist all walk-in homeowners and refer to Community Manager, when necessary.
  • Handle mailings, as needed and required.
  • Meet with Community Manager weekly to ensure completion of open action items.

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 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 material and supplies.
  • 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.

Supervisory Responsibility


  • This position does require supervisory responsibilities particularly when general manager is not onsite

Education & Experience


Minimum of 3 years business experience in an administrative capacity or related experience

Knowledge, Skills & Proficiencies


To 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.

  • Strong organizational skills
  • Strong written and verbal communication skills
  • Excellent word processing, mathematic, and computer skills required.

Tools & Equipment Used


Computer and peripherals, standard and customized software applications and tools, and usual office equipment.

Physical Requirements / Working Environment


The 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, carrying and moving objects that can weigh up to 25 lbs. This movement can occur throughout the day. Must also 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 clients in order to resolve issues and manage the business.
  • Must have finger dexterity for typing/using a keyboard.
  • Must be mobile enough to move around both the office in order to make 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 include evenings, weekends and holidays as necessary.
  • This position may alternate 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, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Travel


N/A

Disclaimer

The above information on 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.

I acknowledge that I have read this document and that it was discussed with me today. I understand the contents and acknowledge that I received a copy.

ASSOCIATE:

Print name Signature Date

SUPERVISOR:

Print name Signature Date

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