Part Time Administrative Assistant/Receptionist at FirstService Corporation

Job Overview:

The Part Time Administrative Assistant/ Receptionist plays a vital role within our dynamic team, serving one of the premier Master Planned housing communities in the country. The ideal candidate is enthusiastic, enjoys interacting with residents, and supports the overall operations of the Business Office.

Join us in creating an exceptional experience for our community residents!

Compensation: $20-22/hr

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Job Responsibilities:

Front Desk Operations:

• Serve as the first point of contact for residents, greeting visitors warmly, managing inquiries efficiently and answering incoming calls and emails accordingly.

• Customer Service: Provide exceptional support to residents, addressing their needs and concerns promptly and professionally.

• Administrative Support: Assist the Business Office staff with various administrative tasks, including managing correspondence, organizing files, and maintaining office supplies.

• Communication: Relay messages and information accurately between residents and staff, ensuring clear and effective communication.

• Problem Solving: Address and resolve issues raised by residents or staff, escalating matters as necessary to ensure satisfaction.

• Team Collaboration: Work closely with team members to support office functions and contribute to a positive work environment.

Additional Tasks:

• Perform other duties as assigned by management to support the overall objectives of the Business Office.

Skills & Qualifications:

• Ability to be flexible and be able to move from one job to the next depending on ever changing priorities.

• Excellent Customer Service Skills - specifically in-person and phone communication interface with residents, associates, supervisors, vendors, and clients.

• Must work effectively with co-workers, residents and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name; title or other respectable identifier, and; respecting in the diversity of our workforce in actions, words and deeds.

• Must be able to perform duties responsibly and promptly in an unsupervised environment.

• Able to handle multiple responsibilities simultaneously.

• Must be literate and articulate in written form in order to prepare correspondence.

• Must be able to handle pressure and deadlines related to the job.

• Proficient in English.

• Bilingual Spanish helpful.

• Excellent general math skills.

• Must provide exceptional customer service when answering telephone and engaging with residents (board members and homeowners).

• Must dress professionally.

• Must be proactive, resourceful, detail oriented, multitask and work independently.

• Must be discreet and keep certain matters confidential.

• Obtain information from callers and inform staff prior to transferring calls to staff associate.

• Must use good business judgment, critical thinking skills, excellent reasoning ability and analytical skills.

• Provide accurate information to residents by referring to website or asking questions.

• Responsible for ordering and maintaining inventory of office supplies, including break room and meeting supplies, ensuring there are always sufficient supplies as required.

• Responsible for cleanliness of break room and conference room.

• Responsible for all office equipment maintenance and repair by contacting the appropriate vendor, scheduling the work and ensuring that it has been completed.

• Maintain visitor's log, and submit for quarterly report, sign in packages and distribute, alert team members of office visitors.

• Distribute mail daily to the appropriate staff associate.

• Assist residents with color pallet for paint samples.

• Accept homeowner assessment payments received through the Business Office.

• Provide backup support to other team members in the Business Office as needed.

• Required to work SAMLARC events as needed. Events may happen on the weekend or in the evenings and include July 4th Event, Christmas Tree Lighting Event and the SAMLARC Election.

Education and Experience:

• Must be proficient with Microsoft Office, Word, Outlook and Excel.

• Must have experience in using database software.

• The ideal candidate will possess strong communication skills, a friendly demeanor, and a proactive attitude. Experience in customer service or administrative roles is a plus.

Tools & Equipment Used:

• General office equipment

• Valid California Driver's License and State mandated vehicle insurance.

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.

• Part time nonexempt position. Regular schedule is Monday through Friday, morning to early afternoon dependent on company need and workload. There are occasions when it is necessary to work various holidays and weekends. Hours over and above 28 per week may occur.

• Must be able to lift 25lbs.

• Must be able to sit for extended periods of time.

• Must be mobile enough to move around office.

• Must have finger dexterity for typing/using a keyboard.

• Must be able to stand and exert well-paced ability for up to 4 hours in length.

• Must be mobile enough to move around within the office and throughout the venue.

• The work environment characteristics are normal office conditions.

• Consistent and regular attendance required.

What We Offer:

• Medical, dental, and vision plans (full time and part time 30+ hours)

• Part time 20+ hours qualify for dental and vision

• 401K match

• Time off including vacation, sick, and company paid holidays

• Pet insurance available

• Verizon discount

• Tuition reimbursement

• Legal services

• Free emotional wellbeing and daily life assistance support for all associates

• Domestic partner coverage

• Health savings account

• Flexible spending account

About Us:

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

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

Disclaimer

The above information in 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.

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances.