Administrative Assistant

FirstService Residential; Reno (NV); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

Medical, dental, and vision plans (FT/

401K match

Time off including vacation, sick, and

Pet insurance

Tuition reimbursement

Job summary

FirstService Residential in Reno, NV seeks an Administrative Assistant to support the HOA board and homeowners. You will handle a range of admin duties, update records, coordinate reports, and assist the General Manager with daily tasks. This role requires accuracy, reliability, and strong MS Office skills.

Friday–Tuesday 8:00 am–5:00 pm, with weekend availability. Compensation ranges from $20.00 to $25.00 per hour, depending on experience and responsibilities.

Qualifications

• Strong written and verbal communication
• Ability to meet deadlines and work in a team
• Proficiency in MS Office suite (Outlook, Word, Excel, PowerPoint)
• Typing speed of at least 50 WPM

Responsibilities

• Answer telephone calls and route messages promptly and courteously
• Prepare management and committee reports and meeting notices
• Maintain resident information in the database and provide reports
• Open, sort, and route mail; assist with invoices and work orders
• Prepare move-in packages and documents for new owners/leases
• Schedule Board meetings and maintain policy updates

Skills

Communication skills

Punctuality

Time management

Typing speed 50 WPM

Education

High school diploma

College degree preferred

Tools

Outlook

Word

Excel

PowerPoint

Job description

Description

TheAdministrative Assistantis responsible forthe day-to-day service of the Association’s Board of Directors and homeowners by providing a wide variety of administrative and staff support services. Interactions are typically with HOA homeowners and Board membersin person, via telephone or written correspondence.The positionprovides support to the General Manager. Administrator dutiesin accordance withcompany policies and procedures and the governing documents of the association.

Location: Reno

Schedule: Friday-Tuesday, 8:00 am - 5:00 pm (weekend availability required)

Compensation:$20.00 - $25.00/hourly

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.

Your Responsibilities:

• Ensures that the telephone is answered properly, and messages are handled courteously, accurately, andin a timely manner.
• Initiates preparation of Management Reports, committee reports, and meeting notices as applicable andsubmitsfor the Manager-s review and approval.
• Maintains updates andcoordinates ofresident information in the computer databaseona minimummonthly basis. Generates and provides this information to the Community or General Manager, and Board of Directors.
• Maintainsa rosterof mailroom boxes.
• Keeptrack of insurance certificate requests. Maintains insurancerecordsfor both vendors and unit owners.
• Maintainsa supplycloset. Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail, preparesaccounts forpayable invoices with work orders, and receives tickets. Stamps and code invoices.
• Prepares move-in packages for re-salesand leases. Creates files, compiles, and coordinates all necessary information and documentation for new owners/leases.
• Set up meetings for the Board Approval process.
• Keeps packages updated with new memos and policies asrequired.
• Prepare any resident information packages that require Boardapproval (i.e., Architectural Modification).
• Coordinates receive receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
• Maintains the inventory ofcommon areakeys, transmitters, and key fobs for residents and re-order as needed following established procedures. Maintains a log for sales and cash purchases as needed.
• Follows safety procedures andmaintainsa safe work environment.
• All other duties as assigned.

Skills & Qualifications:

• Good written and verbal communication skills.
• Adhere to required deadlines.
• Foster cooperation and work well within a team atmosphere.
• Complete company training as assigned.
• Be punctual in work and meetings and track time as required by company standards.
• Excellent attendance isrequired.
• Maintain an organized workspace according to company procedures.
• Exhibit professionalism, professional attire, and demeanoralways.
• Adhere to thecompanyStandards of Operation.
• Attend all mandatory company functions.
• Maintain reliable transportation.
• Demonstrates effective communication skills consisting of oral, written, and listening skills.
• Demonstrates excellent problem-solving abilities.
• Excellent time management abilities.
• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.
• Must be proficient with computer programs needed for specific positions including Microsoft Outlook, Word, Excel, and PowerPoint.
• Demonstrates organizational skills and ability to independently prioritize daily workload.
• Must have a minimum typing speed of 50 WPM.

Education & Experience:

• High School Graduate or equivalent.
• Two (2) yearsor four (4) year collegedegreespreferably.
• A minimum of one (1) year administrativeassistancework, preferably in public or private recreation.

Physical Requirements and 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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to lift 35 lbs.
• Ability to lift, push and move equipment and furniture.
• Must be able to sit and stand for extended periods of time.
• Outdoorsset up workrequiredfor events.
• Talking and listening occur continuouslyin the process of communicatingwith clients, guests, supervisors, associates, and vendors.
• Must be able to communicate both on the phone and in persontoresolve issues related to the business.
• Must have finger dexterity for typing/using a keyboard.
• Must be mobile enough to move around the office and during outside events, including walking on uneven surfaces and standingforlong periodsof time.
• Hours over and above normal office hours will occur, including evenings, holidays, and weekends. Schedule is subject to change based on business needs.

Tools & Equipment Used:

• Must have a valid driver’s licenseand must have State mandated vehicle insurance
• Must have own reliable transportation
• Office equipment; computers, printers, faxmachines, etc.

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
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily lifeassistancesupport for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending accounts

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/nevada

Disclaimer:

The above information in this description has been designed toindicatethe general nature and level of work performed by employees within this classification. It is not designed tocontainor be interpreted as a comprehensive inventory of all duties, responsibilities, and qualificationsrequired ofemployees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules,dutiesand 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.