Property Operations Admin Specialist

FirstService Residential; Town of Florida (NY); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

Full benefits (medical, dental, vision

401k with company match

Job summary

FirstService Residential in New York is seeking an Administrative Assistant to provide a wide range of office support for property management operations and association activities. You will handle reporting, records, invoicing, and board-ready documentation while coordinating with the Property Manager and maintenance staff.

The position is full-time, Monday–Friday, 9AM–5PM, offering comprehensive benefits including medical, dental, and vision, plus a 401(k) with company match.

Qualifications

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• Three (3) to Five (5) plus years of related work experience.
• Computer literacy: Intermediate proficiency in Microsoft Windows software.
• Must possess a strong administrative background.
• Strong working knowledge of customer service principles and practices.

Responsibilities

• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
• Ensure that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
• Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager’s review and approval.
• Maintains, updates, and coordinates resident information in computer database at a minimum monthly. Generates and provides this information to the Property Manager, Board of Directors, and valet desk.
• Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
• Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
• Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
• Sets up meetings for Board Approval process.
• Keeps packages updated with new memos and policies as required.
• Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
• Coordinates 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 inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures.Maintains log for sales and cash purchases as needed.
• Follows safety procedures and maintains a safe work environment.
• Other duties as required.

Skills

Customer service

Interpersonal skills

Office management

Telephone skills

Administrative background

Self-starter

Education

Associates degree in business or related field

Tools

Microsoft Windows

Job description

FirstService Residential in New York is seeking an Administrative Assistant to provide a wide range of office support for property management operations and association activities. You will handle reporting, records, invoicing, and board-ready documentation while coordinating with the Property Manager and maintenance staff.

The position is full-time, Monday–Friday, 9AM–5PM, offering comprehensive benefits including medical, dental, and vision, plus a 401(k) with company match.