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.
Position Summary:
This position carries the responsibility to provide primary office administrative services including: processing Federation meeting materials, scheduling various board and committee meetings and assisting with other office related functions. This position reports directly to the General Manager.
Essential Job Functions:
- Provide administrative assistance to Federation president and board members as requested
- Provide secretarial services to the Federation board including telephone answering and act as the recording secretary during meetings
- Administer meeting agendas, minutes, announcements, and distribution.
- Assist with community mailings, stuffing envelopes, meeting preparation, etc.
- Provide administrative support for the annual Federation Board election process in conjunction with the Federation Standing Election Committee
- Schedule Federation board and committee meetings and room locations and setup. Post the necessary notices on bulletin boards in the President’s mailroom, North and South Clubhouse and website
- Manage the Federation fixed asset inventory
- Manage the communications for the Community Website Maintain and update the Kings Point Website through Sitefinity for the following pages, Home, Federation, COA, Continental Group Inc, Landscaping, Master Association –TCG, KPW, Activities, Calendar, KPWRFRA, Inc, Contact-TCG, References & Links, Email Notifications, Kings Point Mgmt LLC and Security.
- Provide data input and distribution for Sterling Connect including the Community Alert System
- Assist in developing and coordinating the emergency preparedness materials
- Develop and maintain the Annual Calendar for the Federation
- Develop the SOP for insurance deductible procedure, alteration forms
- Manage and maintain the Director and Officers Handbook
- Assist with special projects such as the TCG Realty program
- Assist with the development of the member orientation materials
- Assist with 55 plus association filings
- Be familiar with Federation and association functions and answer resident questions on community activities in general.
- Coordinate various equipment and supply needs for the office systems
- Assist with association budgets
- Assist with other administrative tasks, as needed.
- File all association minutes and correspondence in Association files and post to Sterling Connect if required.
- Check E-Mail and follow up on any request.
- Key operator for all office equipment, including postage machine, copy machine, and fax machine.
- Phone System coordinator responsible for adding or moving telephones and setting up voicemail or making changes to the system.
- Oversee janitorial contract services for compliance.
- Take all metered/stamped mail to post office at the end of each day.
- Download all tape recorded meetings and covert to wave files for typing of minutes.
Qualifications, Knowledge, Skills, and Abilities:
- Comprehensive knowledge of Office/Administrative Services
- An ability to promote and maintain positive community relations and communicate effectively with the Kings Point membership.
- Ability to analyze and solve problems.
- Foster a cooperative work environment.
- Multi task efficiently.
- Ability to be tactful in a variety of situations.
- Work a regular Monday to Friday work schedule, 8 am to 5 pm with flexible breaks and lunch periods.
- Pro-Active and team oriented.
- Physical ability to perform job description.
- Computer Skills (MS Office…Excel, Word, Outlook, Internet…)
- Graduation from a recognized high school/educational institution, preferably supplemented by additional training in general community services
- At least three to five years of administrative/office experience
- High skill levels in oral and written communication and the interpersonal skills required to react positively with other department heads, staff employees, property owners, volunteers and representatives of other organizations.
- Candidate is subject to pre-employment screening (drug testing, credit check and background check) in accordance with company policy.
Physical Skills:
- Acceptable eyesight (with or without correction)
- Acceptable hearing (with or without hearing aid)
- Walking, Standing, Kneeling, Bending, Pulling, Stooping, Driving
- Medium weight lifting (up to 25lbs regularly and up to 40lbs occasionally)
- Ability to access input and retrieves information from a computer.
Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.
DISCLAIMER: NOTHING IN THIS JOB DESCRIPTION RESTRICTS
MANAGEMENT’S RIGHT TO ASSIGN, REASSIGN, OR
OTHERWISE MODIFY THE DUTIES AND RESPONSIBILITIES
OF THIS JOB AT ANY TIME.
Job Type: Full-time
Education:
