Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America s foremost property management firm. We re all about our associates, and as we continue to grow, we re looking for even more quality people who share our dedication to doing what s right, improving residents quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, we think you should get to know us.
Under the direct supervision of the Director, this position provides administrative, staff, and ancillary support for the department. In addition to typing, filing and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings, obtaining supplies, coordinating direct mailings, and working on special projects. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.
Essential Duties & 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 every duty.
Manage the daily functions of the office including answer, screen, and direct calls. Welcome and acknowledge all guests according to company standards.
Communicate with clear and professional language and respond to emails/chat messages using appropriate etiquette.
Assist in the ordering, receiving, stocking and distribution of office supplies. Maintains supply room.
Assist with other related clerical duties such as photocopying, faxing, filing and collating. Prepare outgoing mail; sort and distribute incoming mail.
Manage submission of IT requests for creation and deactivation of credentials (login/Connect/Windows/email, etc.) for all new hires/associates (Hollywood and Nevada).
Distribute, activate, and deactivate building access cards. Distribute restroom keys, and headsets for associates.
Complete a variety of morning shift duties to support the operations team such as completion of test calls.
Record and maintain procurement history. Submit procurement card expenses via Avid.
Liaise with vendors/building management team and submit work orders when necessary.
Manage the functionality, cleanliness, and use of the office space, conference rooms and office equipment. Perform weekly ancillary tasks including maintaining the cleanliness of the breakroom and production floor. Tasks will include cleaning the breakroom (including sink and countertops), microwave, refrigerator, and cubicles.
Manage office maintenance. Determine facilities maintenance requirements and schedules for equipment monitoring and preventive maintenance. Provide direction in determining the extent of problems and the requirement for outside services
Schedule, organize, and participate in the execution of activities such as meetings and care center activities.
Assist with the daily review of payroll-related reporting and payroll records.
Work independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the director.
Regular attendance and punctuality are essential functions for the role.
Additional Duties & 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.
Education & Experience
High School Diploma or equivalent.
One year of administrative or related experience.
Knowledge, Skills & Proficiencies
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
Excellent interpersonal and communication skills to ensure clear and effective delivery of information.
Excellent time management skills to meet deadlines and display efficiency
Knowledge of computer operating systems. Intermediate proficiency in Microsoft Windows software
Ability to work with minimum supervision.
Tools & Equipment Used
Computer and peripherals, standard and customized software applications and tools, and usual office equipment.
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. Hours over and above normal office hours may occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.
Must be able to lift up to 25lbs.
Must be able to sit for extended periods of time
Must have finger dexterity for typing/using a keyboard
Must be able to sit for long periods of time at a desk
Must be mobile enough to move around office
Must be able to hear in order to receive telephone calls and voice mail messages
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.
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