Administrative Assistant/Recreation Coordinator

FirstService Residential; Highland Lakes (NJ); On-site; USD 57,308,000 - 71,635,000; Full time

Job summary

FirstService Residential in Highland Lakes, NJ is seeking an Administrative Assistant/Recreation Coordinator to support the Lifestyle Director with planning, coordinating, and executing community programs year-round.

The role combines administrative duties with on-site operational support during the summer, requiring energy, organization, and a customer-focused approach to engage residents and manage events and activities.

Qualifications

• College degree or equivalent work experience required.
• Minimum of 2 years’ experience in a customer service environment.
• Minimum of 2 years’ experience in event planning environment.
• Strong organizational skills.
• Strong written and verbal communication skills.
• Excellent computer skills including email, Word, Excel and PowerPoint.
• Excellent organizational skills and project management.
• Exceptional communication and interpersonal skills.
• Ability to keep complex records, assemble and organize data, and prepare reports in acceptable formats and in a timely manner.
• Ability to conceptualize, plan and organize multiple programs and assignments effectively.

Responsibilities

• Provide exceptional customer service to clients and vendors at all times.
• Respond to inquiries and provide timely resolutions.
• Assist with daily general financial management and recordkeeping.
• Maintain the master community calendar and ensure events are accurately scheduled and communicated.
• Develop and manage a database of community volunteers; coordinate outreach, scheduling, and appreciation initiatives.
• Assist with vendor relations and required hiring paperwork.
• Conduct monthly inventory audits of supplies and used items.
• Assist with bid processes and site inspections as needed.
• Maintain records in Connect including work orders and resident information.
• Provide on-site support for summer activities and logistics.

Skills

Customer service

Event planning

Organization

Written communication

Verbal communication

MS Office

Project management

Interpersonal skills

Records management

Multitasking

Education

College degree or equivalent work experience

Tools

Excel

PowerPoint

Word

Job description

Description

Job Overview:

The Administrative Assistant/Recreation Coordinator supports the Lifestyle Director in planning, coordinating, and executing Highland Lakes’ recreational programs, community events, and daily activities. This role blends year-round administrative responsibilities with hands‑on operational support during the summer season. The ideal candidate is energetic, organized, customer‑focused, and passionate about community engagement.

Your Responsibilities

• Provide exceptional customer service to clients and vendors at all times
• Respond to inquiries and provide resolution to questions or concerns in timely fashion
• Assist with the daily general financial management and recordkeeping
• Maintain and update the master community calendar, ensuring all events and programs are accurately scheduled and communicated.
• Develop and manage a database of community volunteers; coordinate outreach, scheduling, and appreciation initiatives.
• Assist with vendor relations, including verifying FSR-approved vendor status and completing required hiring paperwork.
• Conduct monthly inventory audits for vending machines, Snack Shack supplies, Activity Center merchandise, apparel, badges, and craft materials.
• Assist with bid process
• Conduct regular inspections of site, where needed.
• Maintain all records in Connect including work orders, resident information, Association documents, community information.
• Ensure maintenance of all files, records and correspondence in accordance with company procedures and good business practices
• Provide “boots‑on‑the‑ground” support for summer activities, ensuring directors and instructors have necessary supplies, volunteers, and logistical assistance.
• Help facilitate sports, crafts, classes, youth programs, and daily recreational activities.
• Support Activity Center and Snack Shack operations, including POS troubleshooting, cash handling, and customer service.
• Set up and break down equipment, tables, and decorations for programs and events.
• Assist with purchasing inventory and maintaining accurate records.
• Inspect facilities and equipment regularly to ensure safe, clean, hazard‑free environments; enforce safety rules with participants and parents.
• Assist all walk‑in homeowners and refer to Community Manager, when necessary.
• Handle mailings, as needed and required.
• Recordkeeping – binders to be kept with the following: Monthly Agendas, Modification Requests, Work Orders, Financials (including Social/Trip accounting).
• Regular attendance and punctuality are essential functions for the role
• Plan, coordinate and implement programs, classes and special community‑wide events.
• Provide staff direction on mission development and its relation to program development, delivery, and Board directed budget goals.
• Develop and manage Lifestyle budget providing recommendations to the Association Finance Committee.
• Acts as liaison to related committees as needed
• Develop processes to ensure the consistent delivery of high quality programs.
• Monitor trends in lifestyle programming to create diversity in program offerings
• Working with the resident committees to review room usage to mainstream and maximize program space availability

Additional Responsibilities

• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Skills & Qualifications

• College degree or equivalent work experience required
• Minimum of 2 years’ experience in a customer service environment
• Minimum of 2 years’ experience in event planning environment
• Strong organizational skills
• Strong written and verbal communication skills
• Excellent computer skills required including email, Word, Excel and PowerPoint
• Excellent organizational skills and project management
• Exceptional communication and interpersonal skills.
• Advanced written communication skills.
• Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats and in a timely manner
• Ability to conceptualize, plan and organize multiple programs and assignments effectively.
• Skill in developing and maintaining good working relationships.
• Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs or more following appropriate safety procedures. 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 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.

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.

• 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.

The work environment characteristics are normal office conditions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Schedule

Flexible schedule, 30-40 hours per week, occasional evenings and weekends

Compensation

$20.00-$25.00/hour

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, vision, and others. 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.

Disclaimer Statement

The above information on 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 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 source 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.