Ops Coordinator

FirstService Residential; Bal Harbour Village (FL); On-site; USD 23,000 - 26,000; Full time

Benefits offered by this job

Comprehensive benefits

401k with company match

Paid holidays

Job summary

FirstService Residential seeks anAdministrative Support professional to provide comprehensive support across the Operations group, IT, Purchasing, and Banking. The role emphasizes handling calls, mailings, scheduling, and reporting while maintaining confidentiality and accuracy.

The position requires an associate degree plus 2–3 years of experience, strong communication skills, and proficiency with Microsoft Office. It offers full-time hours with competitive benefits and travel as needed.

Qualifications

• Associate degree in business or related field and 2–3 years of administrative experience.
• Excellent customer service skills with strong verbal and written communication.
• Proficiency in Windows and Microsoft Office applications (Word, Excel, PowerPoint, Visio, Outlook).
• Ability to handle confidential information and meet deadlines under pressure.
• Strong organizational, multitasking and teamwork abilities.

Responsibilities

• Provide administrative support to Operations, IT, Purchasing, Operations and Banking teams.
• Manage mailings, billing, and office supply tracking for all offices.
• Prepare letters, presentations, and reports for Management approval.
• Coordinate calendars, meetings, conferences, and events.
• Support the Operations Help Desk and cross-functional teams.
• Produce correspondence and other communications; assist with special projects.
• Attend staff meetings and ensure follow-up on actions.
• Maintain high standards of personal and professional conduct.

Skills

Customer service

Communication

Time management

Team collaboration

Problem solving

Confidential information handling

Education

Associate degree in business or related field

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Visio

Outlook

Internet research

Job description

Job Overview

Perform duties to provide administrative support to all functions within the Operations department including IT, Purchasing, Operations and Banking, working within the limits of standard or accepted practice.

Description

Schedule: 3pm-11pm

Compensation: $18.00 hourly

Job Overview: Perform duties to provide administrative support to all functions within the Operations department including IT, Purchasing, Operations and Banking, working within the limits of standard or accepted practice.

Your Responsibilities

• Provide administrative support to all members of the Operations department and Management. Assist with calls/voicemails, reroute calls to appropriate area, and arrange call backs.
• Handle all mailings and billings and process and track approved office supplies for all A/R offices.
• Compose letters and submit them to Management for signature and approval. Assist management in the preparation of presentations as necessary.
• Manage calendars, arrange meetings, plan and set up conferences and events and prepare materials as necessary.
• Operations Help Desk support.
• Assist all members of the operations team (IT, Purchasing, Operations, Banking) in accomplishing their goals and objectives.
• Prepare reports, correspondence, presentations, and other communication materials.
• Conduct research, prepare reports and financial data.
• Attending staff meetings with operations team and staff to keep well informed, and to ensure follow-up on decisions or actions to be taken by staff.
• Provide administrative support and computer skills for special projects.
• Always conduct business 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

• Associate degree in business or related field from an accredited college or university, and two to three years of administrative experience; or equivalent combination of education and experience.
• Knowledge, Skills & Proficiencies
• Excellent customer service skills
• Strong verbal and written communication skills. Detail oriented and strong organizational and multi-tasking skills.
• Must have strong proficiency in Windows and Microsoft Office, including but not limited to Word, Excel, Power Point, Visio, and Outlook. Proficiency researching the Internet.
• Ability to work with sensitive or confidential information.
• Ability to meet deadlines and work well under pressure.
• Ability to work in a team environment as well as independently and be self-driven.
• Critical thinking, problem solving, judgment and decision-making abilities.
• Ability to work with sensitive information and maintain confidentiality. Critical thinking, complex problem solving, judgment and decision making Motivated self-starter.

Physical Requirements

• This position works under usual office conditions.
• The employee is required to work at a personal computer as well as be on the phone for extended periods of time.
• Must be able to stand, sit, walk, and occasionally climb.
• The incumbent must be able to work extended and flexible hours and weekends as needed.
• Physical demands include the ability to lift up to 50 lbs.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Travel Work may involve some driving/traveling to properties.

Supervisory Responsibilities

• None

What We Offer

As a full-time 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 holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Disclaimer

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.