Administrative Assistant

FirstService Residential; Sterling (VA); On-site; USD 33,000 - 36,000; Full time

Benefits offered by this job

Comprehensive medical, dental & vision

401k with company match

Paid holidays

Job summary

FirstService Residential is seeking a Property Administrator to support the Property Manager in daily site operations and deliver excellent customer service to owners, residents, trades, and guests. The role involves managing mail, inquiries, incident reporting, owner information, filings, payments, procurement, and resident communications.

You will work in a collaborative environment with a focus on accuracy, confidentiality, and timely responsive communication.

Qualifications

• 2+ 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.
• Excellent computer skills, including MS Outlook, Word, Excel, PowerPoint.
• Critical thinking, problem solving, judgement, and decision-making abilities are necessary.
• Proficiency in computer programs like Microsoft Office, Outlook and Windows required.
• Ability to work with sensitive and/or confidential information.

Responsibilities

• Sort incoming mail, faxes, and courier deliveries for distribution.
• Respond to all incoming letters/emails in a timely manner and file copy in the unit file.
• Work in conjunction with Concierge to process incident reports when necessary.
• Update new/existing owners information forms in the appropriate system daily or as required, and forward copy to security and accounts receivable on a weekly basis.
• Process all filing on a daily basis.
• Process payment checks that are received per procedure.
• Order supplies for the management office and keep records of inventory of supplies.
• Receive and respond to all resident calls; redirect as appropriate.
• Return calls and emails throughout the day, as quickly and efficiently as possible.
• Where applicable, provide Status Certificate Request form to owner requesting and ensure it is clearly completed.

Skills

Administrative experience

Teamwork

Organizational skills

Attention to detail

MS Office proficiency

Critical thinking

Confidential information handling

Problem solving

Tools

MS Outlook

Word

Excel

PowerPoint

Windows

Job description

Description

Job Overview: As a Property Administrator, you’ll be responsible for onsite support/services to the Property Manager in the overall running of the site office and deliver exceptional customer service to owners, residents, trades and other guests to the building.

Your Responsibilities

• Sort incoming mail, faxes, and courier deliveries for distribution
• Respond to all incoming letters/emails in a timely manner and file copy in the unit file
• Work in conjunction with Concierge to process incident reports when necessary
• Update new/existing owners information forms in the appropriate system daily or as required, and forward copy to security and accounts receivable on a weekly basis
• Process all filing on a daily basis
• Process payment checks that are received per procedure.
• Order supplies for the management office and keep records of inventory of supplies
• Receive and respond to all resident calls; redirect as appropriate
• Return calls and emails throughout the day, as quickly and efficiently as possible
• Where applicable, provide Status Certificate Request form to owner requesting and ensure it is clearly completed

Skills & Qualifications

• 2+ 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
• Excellent computer skills, including MS Outlook, Word, Excel, PowerPoint
• Critical thinking, problem solving, judgement, and decision-making abilities are necessary.
• Proficiency in computer programs like Microsoft Office, Outlook and Windows required.
• Ability to work with sensitive and/or confidential information.

Physical Requirements / Working Environment

• Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and 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.
• Must be able to communicate both on the phone and in person with our clients in order to resolve 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 to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
• Capable of working extended hours, to include evenings, weekends and holidays as necessary.
• This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting 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, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must 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

• full comprehensive benefits to include your choice of multiple medical plans, dental, and vision.
• time off benefits, paid holidays and a 401k with company match.
• Occasional travel may be required to attend training and other company functions.

Compensation

$24.00 - $26.00/hour

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.

Job Qualifications and Characteristics Assessed:

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.

Alternative Selection Process or Reasonable Accommodations:

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].

Requesting Information About the AEDT - NYC Local Law 144:

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.