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FirstService Residential · 1 day ago

Administrative Assistant

Gettysburg, PA

Full-time

Onsite

Mid Level

$18/hr - $22/hr

3+ years exp

FirstService Residential is a company focused on community association management. The administrative assistant will support management and assist in the daily operations of community association business, including customer service, communication with stakeholders, and maintaining operational records.

Property ManagementReal Estate

Responsibilities

Regular attendance and punctuality

Assure that the policies, resolutions and other acts of the Board are carried out

Be knowledgeable of all Association Governing Documents, Rules and Regulations and general legal requirements of a community association

Provide excellent customer service and maintain open lines of communication with fellow associates, homeowners and Board of Trustees

Have general knowledge and understanding of building systems and components

Log work requests in association software and generate work orders for maintenance staff and/or contractors

Update work order log with notes and action taken by vendors

Close open work orders in system when complete by vendor. Work order is not considered complete unless the vendor has signed original work order and returned to office

Update and maintain community information in association software, including but not limited to the Community Web Site, Community Projects, Management Reports and all Association documents and forms

Utilize the Resident Alert feature in order to keep homeowners apprised of Association activities and important updates, subject to Board authorization

Provide Manager with work order log for inclusion in Board package

Such other duties and responsibilities as may reasonably be directed and required

Record, date and time stamp incoming invoices daily

Mail original invoices and 1 copy of package to Client Accounting

One copy of invoice package into voucher book

Verify checks when returned from Client Accounting. Ensure that all invoicing backup is attached to check and duplicate payments are not received

Greet all homeowners and visitors coming to the Association office

Answer all calls and log both incoming and outgoing calls in association system

Assist all walk-in customers and defer to Manager, when necessary

Maintain office supplies – prepare order to submit to Community Manager for review and approval

Maintain Association filing – homeowner filing, correspondence, work orders, accounting documentation etc

Distribution of Board communication, as directed by Manager daily. All Board members are to receive any materials directed to a specific committee or Board member. The President is to be consulted if there is any question related to distribution

Mailings, as directed by Manager

Record, date and time stamp incoming mail

Record Keeping – binders to be kept with the following: Monthly Agendas, Modification Requests, Work Orders, Financials (including Social/Trip accounting)

Assist with preparation of Board meeting agenda, monthly management report and all other reports and material needed for Board Packet and/or newsletters; distribute as needed/directed

Prepare closing documents as required. Update system to reflect new owners

Update homeowner directory and create new homeowner file

Copy of all documents to be kept in homeowner file

Log all homeowner inquiries in Call Log