Community Administrator

FirstService Residential; Santa Clarita (CA); On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Medical benefits

401K match

Paid time off

Tuition reimbursement

Job summary

FirstService Residential in Santa Clarita, CA, is seeking a Community Administrator to provide essential administrative support to the management team, boards, committees, homeowners, and vendors. You will oversee daily operations, manage communications, and assist with reports and meetings.

The role emphasizes strong written and verbal communication, organization, and the ability to multitask across multiple programs and systems.

Qualifications

• Exceptional written and verbal communication skills.
• Ability to prioritize and multi-task.
• Ability to work independently.
• Collaborative attitude and team player.
• Highly organized and detail-oriented.
• Professional demeanor under pressure.
• Experience with standard office software.

Responsibilities

• Update work orders in Connect and coordinate with vendor partners.
• Configure and distribute key fobs and access controls.
• Process mail and handle returned mail.
• Create newsletters and toppers.
• Receptionist back-up: phones, voicemails, visitors.
• Support ARC and CSS processes with docs and requests.
• Prepare monthly reports and agenda packets.
• Manage RFPs and vendor communications.
• Coordinate design review and architectural committee duties.

Skills

Written communication

Verbal communication

Multitasking

Independent worker

Organizational skills

Education

High School diploma or equivalent

Tools

Microsoft Word

Excel

Adobe Acrobat X

Job description

Description

Community Administrator position provides administrative services to the management team, Boards of Directors, Committees, Homeowners, Vendors, and other related parties as needed and for the daily operations of the organization.

Job Responsibilities

The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned to every duty.

Compensation

$25-27/hour

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.

Administrative Core Services

• Updating work orders in Connect and coordinating accordingly with various vendor partners as needed
• Configuring and distributing key fobs and access controls in partnership and coordination with CSS teams and established processes
• Processing mail, including handling returned mail
• Creating newsletters and toppers
• Receptionist back-up including answering phones, voicemails and greeting visitors
• Special projects (directories, board reference book assembly, copies, proof reading, etc.) in partnership and coordination with CSS teams and established processes
• Processing fee waiver requests, account change forms, and check requests
• Managing vendor Requests for Proposals (RFPs)
• Prepare and distribute monthly reports and agenda packets
• Regional Admin duties i.e. making changes in Connect, Smartwebs and Southdata, ordering office supplies and maintaining the office equipment for the team.

Architectural Review Committee (ARC) Core Services: (For architecture addendum clients only)

• Maintenance of accurate and complete records as required to properly and effectively implement the Enforcement and Architectural Programs. This includes homeowner computer files, violation reports and correspondence, hearing correspondence, plan submittals (pending, approved and denied), homeowner correspondence, tract maps noting status of each lot, etc.
• Act as direct liaison for architectural and violation needs of several communities
• Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents that are related to ACC/DRC activities, take minutes during DRC meetings (if applicable), and prepare responses to applications for residents
• Interact and follow up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association when necessary
• Perform site reviews and related correspondence and follow-up as assigned.
• Submit all charge-backs for association(s) via chargeback systems, including but not limited to violation fines and architectural submission fees per the clients' management contracts
• Perform site reviews and related correspondence and follow-up as assigned
• Coordinate Design Review/Architectural Committee or Landscape Modification Application process, collect application forms and supporting documents, enter data in Connect, and prepare material for DRC consideration
• Prepare for and attend all Architectural/Design Review Committee meetings and Covenant/ERC Committee meetings as designated by association requirements

Customer Service Core Services

• Communicate professionally with residents and clients, ensuring the highest standard of customer service
• Address inquiries and questions with a sincere offer to assist, documenting requests and outcomes in partnership and coordination with RSS teams and established processes
• Determine solutions based on the nature of each issue and direct residents to the appropriate RSS or CSS teams by facilitating the inputting of the request in the appropriate Help Center where required
• Respond to all daily inquiries, providing a timeline when a resolution can’t be achieved promptly
• Exemplify FirstService Residential Core Values and Global Service Standards in every interaction while assisting external and internal customers

Additional Duties

• Must maintain regular and punctual attendance to required shifts, meetings, trainings, and related employment engagements to support position responsibilities and duties
• 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 materials and supplies
• Ensure all safety precautions are followed while performing the work
• Follow all policies and Standard Operating Procedures as instructed by Management
• Complete company training as assigned, attend all mandatory company functions, and adhere to FirstService Standards of Operation, policies, and procedures
• May be asked to work onsite on occasion within the local geographic area
• Other duties as assigned.

Education & Experience

• High School diploma or equivalent
• Minimum 4 years of administrative experience
• Background in customer service, property management, and/or real estate

Skills & Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, The requirements listed below are representative of knowledge, skill, and/or ability required.

• Exceptional written and verbal communication skills
• Ability to prioritize and multi-task
• Ability to work independently
• Collaborative attitude and team player
• Highly organized and detail-oriented
• Consistent professional demeanor
• Work efficiently under pressure
• Handling changes in a positive manner
• Well-versed in computer software programs (Microsoft Word, Excel, Adobe Acrobat X

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.

• Must have reliable transportation and be able to drive to other work locations, perform site reviews, pick up supplies, etc.
• Sitting at a desk for extended periods of time
• Working on a computer throughout the day (monitor, keyboard, and mouse use)
• Ability to listen and focus for long periods of time
• Standing at a copier for extended periods of time
• Climbing warehouse ladder to access storage boxes
• Subjected to loud noises when running postage and folding machines
• Ability to lift up to 30 lbs.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours may occur, including evenings. Schedule is subject to change based on business needs.

What We Offer

• Medical, dental, and vision plans (full time and part those working 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 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 visitwww.fsresidential.com/california

Disclaimer

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.

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

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.