Administrative Assistant

FirstService Residential; Highland Lakes (NJ); On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Medical, dental, vision plans

Paid holidays

401k with company match

Job summary

FirstService Residential in New Jersey is seeking an Office Assistant to provide administrative and customer-service support for the daily operations of the community association. You will be the primary contact for homeowners, residents, vendors, contractors, Board members, and visitors, handling inquiries with courtesy and discretion.

The ideal candidate is organized, professional, dependable, and able to manage multiple priorities while maintaining confidentiality.

Qualifications

• 5+ years of experience in a high-volume administrative role.
• Ability to work within a team environment and independently.
• Exceptional organizational and problem-solving skills.
• High degree of accuracy and attention to detail.
• Proficiency in Microsoft Office and related software.

Responsibilities

• Answer incoming calls, emails, and general correspondence.
• Greet homeowners, residents, vendors, contractors, and visitors.
• Respond to routine questions regarding the community and procedures.
• Direct questions and concerns to appropriate staff.
• Maintain homeowner contact information and Association records.
• Assist with processing applications, forms, permits, registrations, and badges.
• Prepare letters, notices, emails, meeting materials, and announcements.
• Receive and document complaints and maintenance requests.
• Enter and track work orders and coordinate with staff or contractors.
• Maintain organized filing systems and handle mail and packages.

Skills

Administrative experience

Customer service

Communication skills

MS Office

Organization

Teamwork

Tools

MS Outlook

Word

Excel

PowerPoint

Windows

Job description

Description

Job Overview:

The Office Assistant provides administrative and customer-servicesupport for the daily operations of the community association. This position serves as a primary point of contact for homeowners, residents, vendors, contractors, Board members, and visitors.

The ideal candidate is organized, professional, dependable, and able to manage multiple priorities while maintaining confidentiality and providing courteous service.

Your Responsibilities:

• Answer incoming telephone calls, emails, and general correspondence.
• Greet homeowners, residents, vendors, contractors, and visitors.
• Respond to routine questionsregardingthe community, office procedures, amenities, meetings, and Association policies.
• Direct questions and concerns to theappropriate staffmember.
• Maintainhomeowner contact information and Association records.
• Assistwith processing applications, forms, permits, registrations, badges, vehicle information, and amenity requests.
• Prepare letters, notices, email communications, meeting materials, reports, and community announcements.
• Receive and document homeowner complaints, maintenance requests, and rule-violation concerns.
• Enter and track work orders and follow up with staff or contractors whenappropriate.
• Assistwithmaintainingorganized electronic and paper filing systems.
• Process incoming and outgoing mail, packages, and deliveries.
• Assistwith invoices, purchase orders, deposits, account inquiries, and other basic accounting functions as assigned.
• Provide administrative support for Board and committee meetings.
• Assistwith meeting notices, sign-in sheets, agendas, packets, and minutes.
• Coordinate appointments andmaintainoffice calendars.
• Assistwith community events, elections, mailings, and other special projects.
• Communicate professionally with homeowners, including during difficult or sensitive interactions.
• Protect confidential homeowner, employee, legal, and financial information.
• Follow Association policies, governing documents, management procedures, and applicable New Jersey requirements.
• Provide coverage for other office employees when necessary.
• Perform other administrativeduties asassigned by management.

Skills & Qualifications:

• 5+ years of experience in a high-volume administrative role
• Ability to work within a team environment and independently
• Exceptional organizational andproblem-solvingskills
• High degree of accuracy and attention to detail
• Excellent computer skills, including MS Outlook, Word, Excel, PowerPoint
• Critical thinking, problem solving,judgement,and decision-making abilities are necessary.
• Proficiencyin computer programs like Microsoft Office, Outlookand Windows required.
• Ability to work with sensitive and/or confidential information.

Physical Requirements / Working Environment:

• 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. Must also be able to climb several flights of stairs if necessary.
• Must be able to sit and stand for extended periods of time.
• Mustbe able to communicate both on the phone and in person with our clients in 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 office in order tomake copies, send mail and faxes and to walk around the property. This could include lengthy walks onuneven areas.
• Talking and hearing occur continuously in the process of communicatingwith guests, supervisors, and other associates.
• Capable of working extended hours, to includeevenings, weekendsand holidaysas necessary.
• This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoorssetting 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,employeemust 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

What We Offer:

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidaysand a 401k with company match. Occasional travel may be requiredto attend training and other company functions.

Compensation:

$25.00-$27.00 per hour

Schedule:

Monday-Friday, 9:00-4:00 with occasional evenings and weekends

Disclaimer Statement:

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.

Automated Employment Decision Tool (AEDT) Usage:

We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].

Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.