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.
Job Summary
Perform duties to provide administrative and clerical support for the Operations Department and Executive Management, while working within the limits of standard or accepted practice.
Essential Duties & Responsibilities
- Provide administrative, clerical, or other support as needed to maintain the workflow and organization of the Operations department.
- Answer and screen incoming telephone calls and direct call to appropriate staff member. Assist with the distribution of phone messages and other verbal or written communication as needed.
- Manage calendar, arrange meetings, plan and set up conferences and events, and make travel arrangements. Prepare and copy necessary materials prior meetings.
- Conduct research on various topics and prepare any range of presentations, routine correspondence, departmental communications, periodic reports and analyses and other documents as necessary. Ensure accuracy of communications. Provide support on special projects as needed.
- May provide additional administrative support as directed, including photocopy and fax documents and check and route voicemail.Additional Duties & Responsibilities
- 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.Supervisory Responsibility Associate’s 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 related experience. Knowledge, Skills & Proficiencies
- Education & Experience
- No supervisory responsibilities.
- Must have knowledge of phone systems
- Strong administrative background
- Excellent customer service skills
- Excellent 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 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.
Tools & Equipment Used
Computer and peripherals, standard and customized software applications and tools, and usual office equipment.
Physical Requirements/Working Environment
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 and walk, and lift up to 30 lbs. The incumbent must be able to work extended and flexible hours and weekends as needed.
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 accommodations may be made to enable individuals with disabilities to perform the essential functions.
Travel
Work involves no or minimal travel.
Disclaimer
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.
