Property Operations Admin Specialist

FirstService Residential; Town of Florida (NY); On-site; USD 28,000 - 29,000; Full time

Benefits offered by this job

Multiple medical plans

Dental

Vision

Time off benefits

Paid holidays

401k with company match

Occasional travel may be required

Job summary

FirstService Residential is seeking an Administrative Assistant to provide a wide range of office and staff support for the association's property management operations. The role involves handling payroll assistance, budget prep, records control, and board-related tasks with accuracy and discretion.

The position requires strong customer service, excellent communication, and the ability to manage multiple tasks in a fast-paced environment.

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 strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.
• Bilingual candidates preferred.

Responsibilities

• Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations, and new hires.
• Ensures 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.
• Follows safety procedures and maintains a safe work environment.
• Demonstrates excellent customer service, communication, and time management skills.
• Proofreads the monthly newsletter, assists with weekly communication.
• Maintains daily log, records, and forms.
• Monitors and controls access to the building.
• Greets and directs residents, guests, and invitees.

Skills

Administrative skills

Customer service

Interpersonal skills

Telephone skills

Bilingual preferred

Education

Associate degree in business

Tools

Microsoft Windows

Job description

FirstService Residential is seeking an Administrative Assistant to provide a wide range of office and staff support for the association's property management operations. The role involves handling payroll assistance, budget prep, records control, and board-related tasks with accuracy and discretion.

The position requires strong customer service, excellent communication, and the ability to manage multiple tasks in a fast-paced environment.