Office Assistant

Do you aim high? Are you genuinely helpful and looking for a place where you can make a difference? As we continue to grow, we're looking for 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 our clients and colleagues. If this describes you, you may be a great fit for us here at FirstService! Apply today!

FirstService is looking to hire a Front office admin for our beautiful North Phoenix HOA Community, Desert Ridge. If you are customer focused with great communication skills we would love to talk to you.

Job Responsibilities:

The Communications Administrator performs administrative and architectural/design duties and provides broad based support to the management team that is assigned in the daily operation of Association business. Some of the position responsibilities consists of processing member requests, performing accounting/financial assignments, assisting board, committee and team members in the performance of their duties, attending all board and committee meetings, taking and preparing minutes of meetings, mastering FSR Connect database features, and keeping corporate files, and perform various website administrative associated with the Desert Ridge Lifestyles website and quarterly magazine, etc. This position reports directly to the Executive Director.

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 every duty.

· Provide a high level of service to all internal and external customers on a consistent basis and following company policy and procedures, including all recordkeeping, FS Connect updates, data input and mailing duties as required

· Coordinate all applicable responsibilities and duties with the Residential Community Manager involving the design review architectural process relative to submittals received from homeowners and update/maintain architectural logs in FSR Connect (copy on the server database) and pertinent information in accordance with the association’s architectural/design guidelines

· Perform review of each architectural/design submittal to determine if it meets with the association’s guidelines

· Prepare and communicate in writing all architectural/design review decision rendered by the committee to the homeowners and/or their representatives

· Assist in entering and maintaining work orders for maintenance requests from homeowners. Assist in follow up on the status of work orders to ensure timely resolution and close each week

· Prepare, proofread and process association mailings, as drafted by and per instructions from management team

· Participate in the fee waiver process as directed by the Residential Community Manager

· Assist in the preparation and coordination of management reports for delivery to the board, per departmental and company procedures

· Attend board meetings and other association meetings (committee, task force, etc.) as needed.

· Assist in the preparation and coordination of all annual membership meetings and other meetings (e.g., sub-associations and member meetings) scheduled at the DRCA office

· Manage and coordinate community scheduling and facility use of the association office in accordance to the community facility use policy and agreement

· Assist in the preparation and coordination of all board and committee meetings, including recording and preparing all meeting minute

· Ensure that copies of all correspondence, management reports, annual meeting minutes, newsletters and other pertinent documentation are distributed according to departmental and company procedures

· Use FSR Connect daily per department protocol and ensure the following activities and/or documents are entered and uploaded into FSR Connect:

-Update board member lists (copy on the server database)

-Update community calendar and notes log

-Schedule mass communication per community manager directive

-Upload all correspondence.

· Provide and direct all telephone calls and emails to the management team (as applicable)

· Meet with inquiring homeowners as needed

· Possess a sense of urgency in working day-to-day operations, completion of tasks, and addressing other expectations established for the position

· Ability to work with external and internal groups, including the larger community, internal departments and other organization affiliated with the position responsibilities.

· Provide a high level of service to all internal and external customers on a consistent basis

· Responsible for assisting the management team in the planning, execution and participation at community and public events and representing the association at community events/activities/functions, as required.

· Responsible for all word processing, proofreading, recordkeeping, data input and mailing duties

· Proactively seek to increase knowledge of community operations in order to better serve the community residents and others with whom this position has contact

· Stay current with all applicable Standard Operating Procedures (SOP’s) and operating system applications

· Respond in a professional and timely manner to all email, voicemail and faxed messages/requests frequently during the day and within 24 hours from receipt at the latest

· Prepare, proof and process all applicable Association mailings, communications, etc. pertinent to the position responsibilities

· Assist in preparation of management reports for delivery to board of directors per departmental procedure, includes providing detailed monthly events and communications report

· Perform all associated responsibilities and duties related to the community magazine and website to ensure information is accurate, current and promote the high standards established by the community.

· Ensure that copies of all correspondence, management reports, meeting minutes, community magazine and other pertinent documentation are distributed according to community procedure

· Create, maintain, update, change, archive information and data on the community website to ensure the content therein is current, informational and pertinent to the lifestyles and expectations of the community, board, lifestyles and communications committee members.

· Operate automated mailing equipment, fax machines, copiers and other standard office equipment

· Attend all meetings as required for training, development and education of company directives and to understand the role of a Communications Administrator

· Communicate with Executive Director and/or management team accordingly on all important matters and report, as necessary, all complaints and community concerns to Executive Director

· Assist all other departments with office support as necessary

· Demonstrate a team environment and build company spirit with support teams and community onsite staff

· Perform all special projects given by Executive Director

· Facilitate and maintain all supplies, storage, inventory, materials, etc. for the onsite office

· Assist with the development, content and distribution of the Association magazine and other lifestyle, public relations and marketing publications as assigned

· Maintain DRL Ad Partners and website billing spreadsheet, bill all advertisers accordingly, follow-up for payment, receive payment and scan to AP Invoice then deliver checks to Corporate office

· Coordinate all other duties as assigned

Additional 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 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

Education and Experience:

Minimum of 3-5 years of experience within residential property/community management, hospitality, event management, services or other related service-based fields

Real estate or community/property management experience is a plus.

Administrative or customer service background. Proficiency in Microsoft Office, Adobe Acrobat and other software products. Ability to operate telephone systems. Operate automated mailing equipment, fax machines, copiers and other standard office equipment. Self-motivated and able to work with minimum supervision. Accepts direction and supervision. Strong working knowledge of customer service principles and practices. Effective written and verbal communication skills. Strong customer service, communication, accounting/financial and interpersonal skills required

Physical Requirements:

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.

· Ability to lift up to 30-45 lbs. following appropriate safety procedures

· Standing, sitting, walking and occasional climbing

· The employee is required to work at a personal computer for extended periods of time as well as talking on the phone for extended periods of time

· Ability to detect auditory and or visual emergency alarms

· Ability to work extended/flexible hours and weekends occasionally

· Driving when necessary

· Ability to respond to emergencies in a timely manner

· Ability to become CPR/AED Certified and maintain current certification during employment.

To learn more about our company and culture, please visit: www.fsresidential.com/arizona

*FirstService Residential is an Equal Opportunity Employer. FirstService Residential does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need.

Job Type: Full-time

Pay: $17.50 - $19.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Customer Service: 2 years (Preferred)

Work Location: One location