- Always provides five-star customer service by responding to telephone calls, email and other correspondence in a timely and courteous manner.
- Provides administrative support to the Directors of Community Management including but not limited to maintaining, outlook calendars, and contact lists, expense reports and reimbursements; mileage reporting, checking voicemails, etc.
- Responsible for office management: schedules, organizes and coordinates department events, meetings, room setup for the division.
- Responsible for scheduling meeting locations and reservations for Community Manager for Annual meetings.
- Prepares the name tags, place cards, organizes proxies and sign in sheets. Makes copies of meeting packs for the community board and annual meetings.
- Prepares the board books for board members. Initial set up of new associations in Connect.
- ACC – logs them into connect if needed; updates Acts as intermediary with owners/residents, vendors and staff to assist in prompt response to questions or problems.
- For assigned Community Managers, will review ACCs for completeness and handles the correspondence thru completion.
- Reviews, directs and updates resident calls processed by the call center for all managers on a weekly basis to ensure calls are not overlooked.
- Updates resident information and coordinates resident access to community websites. Utilizes electronic filing system and Connect to maintain accurate resident records.
- Distributes mass resident communications through the Community website. Sets up board meetings up in Connect Calendar and emails notice/agenda to owners.
- Assists Community Managers with gathering of Vendor W-9 and insurance information, and administrative support.
- Scan and uploads board packets, annual meeting packets and minutes for all communities.
- Provide vacation coverage to managers, and coverage for the executive administrative assistant when out of office, assisting with coding of invoices, call logs, and picking up voicemail message.
- Prepares documents and check requests for filing with the various counties, provide research and reporting for varies special projects.
- Responsible for the pool permits and organizes payments for all pools. Maintains reservation for all assigned pools and clubhouses, assign pool cards, maintain the database during spring to facilitate a smooth process, coordinates the gates for assigned communities.
- Must possess strong administrative background, supporting a large team highly desired.
- 3+ years of related work experience including contract administration, and vendor management.
- High school diploma or equivalency required. College degree preferred.
- Working proficiency and working knowledge of Microsoft Office applications.
- Strong working knowledge of customer service principles and practices.
- Detailed individual with strong ability to multi-task is required.
- Self-starter with excellent interpersonal, office management and communication skills.
- Must be able to apply principles of logical thinking to a variety of practical situations and accurately follow standardized procedures that may occasionally call for minor deviations. Must be able to think rationally beyond a specific set of instructions.
- Must be able to work at a fast pace, perform duties while under pressure, and meet deadlines in a timely manner, to interact/communicate with other associates, residents, visitors and the public in a professional and pleasant manner.
Assistant Community Manager - Austin, United States - FirstService Residential
Description
Job Overview:
As a Community Administrative Assistant, you will perform tasks directly related to property management and the general business operations of the Association, while providing administrative support to the Director of Community Management and Community Managers. The position is responsible for providing a wide variety of administrative services as well as assisting with the management of properties in accordance with company policies, procedures and standards. Superior customer service, time-management and conflict management skills are required. Attention to detail and the ability to manage multiple, sometimes competing, priorities are essential.
Your Responsibilities:
Skills & Qualifications:
Reasoning Development:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
What We Offer:
As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.
Compensation: $23 / hour
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.
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