| The Client Services Representative (the “C/S”) is a very important position at Condominium Associates (CA). First and only contact an owner has with CA. C/S supports the day to day operations of the regional client services office, providing support to our external clients; owners, board members; vendors and realtors, and our internal customers; senior management, managers and administrative staff . C/S will report directly to their Regional Client Services Manager. When Regional Client Services Manager is not available, C/S will follow up with the Vice President of Regional Operations or the Chief Operating Officer.
REQUIREMENTS:
Knowledge, Skills and Abilities
- Ability to speak and write English fluently and possesses excellent interpersonal, written and verbal communication and customer service skills.
- Ability to multitask and manage priorities in an efficient and accurate manner.
- Attention to detail and strong task and time management; organized with good project management and planning abilities.
- Strong initiative and ability to work independently and with a team.
- Ability to think critically and make independent decisions based on sound judgment.
- Ability to work effectively and professionally with a diverse range of both internal and external contacts.
- Demonstrate positive, respectful and professional demeanor with a high standard for customer service.
- Working knowledge pertaining to Condominiums, Co-Ops and Home Owner Associations.
- Proficient in Microsoft Office Applications.
- Ability to work Monday through Friday between the hours of 8:30 a.m. and 5:00 p.m.
Responsibilty
- Responds to requests for informational materials such as proof of insurance, verification of sprinklers, etc.
- Receive and process incoming phone calls and correspondence received by mail and email
- Review and distribute answering service calls.
- Enter and update work orders.
- Prepare meeting notices (as directed by the managers).
- Process mailings for associations (as directed by the managers).
- Prepare violation letters.
- Prepare owner correspondence and upload into web page.
- File unit owner correspondence and maintain unit owner files.
- Scan unit owner correspondence and upload into web page.
- Direct callers to Homewisedocs for ledger questionnaires and estoppel certificates
- Assist managers with general correspondence.
- Communicate with board members regarding unit owner matters.
- Provide homeowners with security key for web page after receiving written request. Set up owner accounts when they call into Client Services.
- Respond to inquiries regarding late letters and coordinate with Accounting.
- Generate Welcome Letters.
- File non-unit correspondence, contracts, etc (as directed by the managers).
- Attend meetings with managers when applicable.
- Monitor owner insurance policies and send out follow up correspondence as required by Associations.
- Maintain tenant census as required by Associations.
- Upload financials to web page (Clearwater).
- Assist Managers with Request for Proposals — Create draft of proposal for Manager Review, Contact Vendors, Create Draft of Decision Matrix and Response for Manager. Keep Manager updated during the process and deliver draft in advance of deadline.
- Review and evaluate ways to improve service and/or reduce costs while maintaining the specified level of service.
- Coordinate the sales and lease application process for new residents and provide welcome package if applicable. Perform background checks for sales and leases. Assist real estate agents, title companies and lenders with the sale or rental of units as deemed appropriate.. Maintain lease information for associations and create report as required.
- Maintain the Association web page so that all information on the web page is current. Promote the Association’s web page with the Board and Owners.
- Respond to unit owner inquiries and assist unit owners as deemed appropriate in a professional and timely manner.
- Respond and coordinate record inspection requests.
- Maintain associations “info sheet” reference for Client Services.
- Coordinate all matters regarding the access control (gate) systems.
- Assist owners who stop by the office.
QUALIFICATIONS:
- High school or equivalent work experience
- Experience in a customer service field
- Proficiency with Microsoft applications (word and excel knowledge mandatory).
Job Type: Full-time
Salary: $12.00 to $14.00 /hour
Required experience:
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