FirstService Residential · 8 hours ago
Property Administrator
Menifee, CA
Full-time
Onsite
New Grad, Entry Level
$23/hr - $25/hrFirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada. The Property Administrator supports community management staff through administrative tasks, report generation, and serving as a point of contact for homeowners regarding architectural applications and compliance issues.
Property ManagementReal Estate
Responsibilities
Interacts and follows up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association
Interacts and follows up with architectural consultants regarding architectural issues of the association
Maintains accurate and complete records as required to implement the Architectural Program properly and effectively. This includes homeowner computer files, violation reports and correspondence, hearing correspondence, plan submittals (pending, approved, and denied), homeowner correspondence, tract maps noting status of each lot, etc
Take client calls, manage work order process, interact with vendors, and resolve client matters. Handle questions or calls from board members, homeowners and vendors or refer to the appropriate staff member for assistance
Update and produce requested reports for board packets in a clean, orderly, and professional fashion within timeline provided by GM/AGM and/or Supervisor
Provide “Buddy System” backup for assigned buddy during absences
Maintain, and update accurate back-up binder
Consistent use and maintenance of Connect and Smartwebs, including, but not limited to; Violation, Work Order, Architectural, Task, and Calendar modules, Property Call Log, “Info Center”, and Community Profile as needed
Coordinate with Supervisor to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings
Coordinate all meeting logistics as required
Manage, and process homeowner architectural submission fees
Organize and maintain all homeowner and administrative files and perform annual association file cleanout in accordance with company standardized document retention policy, or at the direction of the GM
Maintain and upload documents to Smartwebs/ADRC/Connect as requested by GM, or Supervisor per company policy
Assist GM in all administrative duties, including, but not limited to; scanning, copying, and emailing of documents as a backup to the Administrative Staff where assistance is deemed necessary by Supervisor
Maintain an organized workspace according to company procedures
Greet walk-in clients as appropriate
Manage client meetings, site visits, meeting follow-up, violation communication and overall processes as assigned
Organization and maintenance of all homeowners architectural and landscape plans in an orderly fashion
Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents that are related to DRC activities, take minutes during DRC meetings, and prepare responses to applications for residents
Consistent use and maintenance of information in Connect, Tasks and other FirstService database programs as assigned
Perform site reviews and related correspondence and follow-up as assigned
Must have reliable transportation and be able to drive to other work locations, perform site reviews, pick up supplies, etc
Coordinate Design Review Committee Architecture or Landscape Modification Application process, collect application forms and supporting documents, enter data in Connect, and prepare material for DRC consideration
Interacts and follows up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association when necessary
Prepares for and attends all Architectural/Design Review Committee meetings and Covenant/ERC Committee meetings as designated by association requirements
Maintenance of accurate and complete records as required to implement the Enforcement and Architectural Programs properly and effectively. This includes homeowner computer files, violation reports and correspondence, hearing correspondence, plan submittals (pending, approved, and denied), homeowner correspondence, tract maps noting status of each lot, etc
Complete company training as assigned, attend all mandatory company functions, and adhere to FirstService Residential operational procedures
Complete payroll entries each day in accordance with employee handbook
Must have reliable transportation and be able to drive to other work locations, perform site reviews, pick up supplies, etc
Other projects, opportunities or assignments as may be deemed needed and appropriate for this position
Practice and adhere to FirstService Residential Global Service Standards
Conduct business at all times with the highest standards of personal, professional and ethical conduct
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
Qualification
Required
Ability to work under tight deadlines and consistently meet deadlines
Exhibit professionalism, professional attire, and demeanor at all times
Maintain reliable transportation to assigned clients
Demonstrates effective communication skills consisting of oral, written and listening skills
Excellent customer service background/skills
Demonstrates problem-solving abilities
High level of attention to detail
Ability to draft correspondence and respond to inquiries and client concerns effectively and independently
Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and Power Point
Demonstrates organizational skills and ability to independently prioritize daily workload
Must have minimum typing speed of 40 WPM
Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds
Must have a minimum of a GED or a High School Diploma
Must have a customer service background and administrative experience
Must be able to lift 25 lbs
Must be able to sit for extended periods of time
Must have finger dexterity for typing/using a keyboard
Talking and hearing occur continuously in the process of communicating with guests, supervisors, vendors and our clients
Valid California Driver's License and State mandated vehicle insurance, and registration
Ability to walk extensive slope and/or flat association areas and visually review landscape, building areas, recreation facilities, parks etc. to ensure proper maintenance
Ability to work late into evenings as required for board meeting attendance
Benefits
Medical, dental, and vision plans (full time and part time 30+ hours)
Part time 20+ hours qualify for dental and vision
401K match
Time off including vacation, sick, and company paid holidays
Pet insurance available
Tuition reimbursement
Legal services
Free emotional wellbeing and daily life assistance support for all associates
Domestic partner coverage
Health savings account
Flexible spending account
Company
FirstService Residential
FirstService Residential is a real estate company that provides property management services.
Founded in 2012
10001+ employees
Funding
Current Stage
Late StageLeadership Team
A
Amy Sanchez
President, Central & North Florida Markets
Katie Halfhill
Director of Business Development
Recent News
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