Administrative Assistant
Princeton, New Jersey, United States
Job Summary
Occupation
Clerical and Administrative
Specialty
Administrative Assistant
Location
08540, Princeton, New Jersey, United States
Visa Sponsorship
No
Job Description
Last Update:
1/11/24
The Company
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 Responsibilities
Theadministrative assistantwill be responsible for assisting management and the administration of the day to day operations of community association business. Handle customer service functions. Maintain communication with Board of Trustees and homeowners.
Job Responsibilities
Essential Duties & Responsibilities
The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.
General:
Regular attendance and punctuality
Assurethatthe policies,resolutions and other acts oftheBoard arecarriedout
Beknowledgeableof all AssociationGoverningDocuments,Rules andRegulations and generallegalrequirements of a community association
Provide excellentcustomer serviceandmaintain openlines of communicationwithfellow associates, homeowners andBoardof Trustees
Have general knowledge and understandingof building systemsand components
Log work requests in Connect and generate work orders formaintenance staff and/or contractors
Updatework orderlogwith notes and actiontaken byvendors.
Close openwork ordersin systemwhencomplete byvendor. Work orderis not considered complete unlessthevendor has signed originalwork order andreturnedtooffice.
Update andmaintain communityinformationinConnect,includingbut notlimitedtotheCommunityWebSite,Community Projects,ManagementReports and all Association documents andforms
UtilizeConnect'sResident Alert feature in order to keep homeowners apprised of Association activities andimportant updates, subjectto Board authorization
ProvideManagerwithwork orderlogforinclusionin Board package.
Such other duties andresponsibilities asmayreasonably be directed andrequired
Fiscal:
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.
Governance/Administration:
Greet allhomeowners andvisitors comingtotheAssociation office
Answerallcalls andlogbothincoming and outgoing callsinConnect.
Assist allwalk-in customers and defertoManager,when necessary.
Maintain office supplies prepare orderto submittoCommunityManagerforreview and approval.
MaintainAssociationfiling homeownerfiling,correspondence,work orders, accounting documentation etc.
DistributionofBoard communication, as directedbyManagerdaily. All Boardmembers aretoreceive anymaterials directedto a specific committee or Boardmember. The Presidentisto be consultedifthereisany questionrelatedtodistribution.
Mailings, asdirected byManager.
Record, date andtime stampincomingmail.
Record Keeping bindersto bekeptwiththefollowing:Monthly Agendas,Modification
Requests,WorkOrders,Financials(including Social/Trip accounting).
Assistwith preparation of Boardmeetingagenda,monthlymanagementreport and all otherreports andmaterial neededfor Board Packet and/or newsletters; distribute as needed/directed
Prepare closing documents asrequired.UpdateConnecttoreflect new owners.
Update homeownerdirectory and create new homeownerfile.
Copy ofall documentsto bekeptin homeownerfile.
Log all homeowner inquiries in Connect Call Log.
Set up homeownerswithConnect access.
Additional Duties & Responsibilities
Practice and adhere to FirstService Residential Global Service Standards.
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.
Education & Experience
Minimum of 3 years business experience in an administrative capacity or related experience
Knowledge, Skills & Proficiencies
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.The requirements listed below are representative of the knowledge, skill and/or ability required.
Strong organizational skills
Strong written and verbal communication skills
Excellent word processing, mathematic, and computer skills required.
Tools & Equipment Used
Computer and peripherals, standard and customized software applications and tools, and usual office equipment.
Physical Requirements / Working Environment
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary.
Must be able to sit and stand for extended periods of time.
Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.
Must have finger dexterity for typing/using a keyboard.
Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
Capable of working extended hours, to include evenings, weekends and holidays as necessary.
This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns.
Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties.
The work environment characteristics are normal office conditions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.
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.
Salary-$45,000 annually
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 Responsibilities
Theadministrative assistantwill be responsible for assisting management and the administration of the day to day operations of community association business. Handle customer service functions. Maintain communication with Board of Trustees and homeowners.
Job Responsibilities
Essential Duties & Responsibilities
The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.
General:
Regular attendance and punctuality
Assurethatthe policies,resolutions and other acts oftheBoard arecarriedout
Beknowledgeableof all AssociationGoverningDocuments,Rules andRegulations and generallegalrequirements of a community association
Provide excellentcustomer serviceandmaintain openlines of communicationwithfellow associates, homeowners andBoardof Trustees
Have general knowledge and understandingof building systemsand components
Log work requests in Connect and generate work orders formaintenance staff and/or contractors
Updatework orderlogwith notes and actiontaken byvendors.
Close openwork ordersin systemwhencomplete byvendor. Work orderis not considered complete unlessthevendor has signed originalwork order andreturnedtooffice.
Update andmaintain communityinformationinConnect,includingbut notlimitedtotheCommunityWebSite,Community Projects,ManagementReports and all Association documents andforms
UtilizeConnect'sResident Alert feature in order to keep homeowners apprised of Association activities andimportant updates, subjectto Board authorization
ProvideManagerwithwork orderlogforinclusionin Board package.
Such other duties andresponsibilities asmayreasonably be directed andrequired
Fiscal:
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.
Governance/Administration:
Greet allhomeowners andvisitors comingtotheAssociation office
Answerallcalls andlogbothincoming and outgoing callsinConnect.
Assist allwalk-in customers and defertoManager,when necessary.
Maintain office supplies prepare orderto submittoCommunityManagerforreview and approval.
MaintainAssociationfiling homeownerfiling,correspondence,work orders, accounting documentation etc.
DistributionofBoard communication, as directedbyManagerdaily. All Boardmembers aretoreceive anymaterials directedto a specific committee or Boardmember. The Presidentisto be consultedifthereisany questionrelatedtodistribution.
Mailings, asdirected byManager.
Record, date andtime stampincomingmail.
Record Keeping bindersto bekeptwiththefollowing:Monthly Agendas,Modification
Requests,WorkOrders,Financials(including Social/Trip accounting).
Assistwith preparation of Boardmeetingagenda,monthlymanagementreport and all otherreports andmaterial neededfor Board Packet and/or newsletters; distribute as needed/directed
Prepare closing documents asrequired.UpdateConnecttoreflect new owners.
Update homeownerdirectory and create new homeownerfile.
Copy ofall documentsto bekeptin homeownerfile.
Log all homeowner inquiries in Connect Call Log.
Set up homeownerswithConnect access.
Additional Duties & Responsibilities
Practice and adhere to FirstService Residential Global Service Standards.
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.
Education & Experience
Minimum of 3 years business experience in an administrative capacity or related experience
Knowledge, Skills & Proficiencies
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.The requirements listed below are representative of the knowledge, skill and/or ability required.
Strong organizational skills
Strong written and verbal communication skills
Excellent word processing, mathematic, and computer skills required.
Tools & Equipment Used
Computer and peripherals, standard and customized software applications and tools, and usual office equipment.
Physical Requirements / Working Environment
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary.
Must be able to sit and stand for extended periods of time.
Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.
Must have finger dexterity for typing/using a keyboard.
Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
Capable of working extended hours, to include evenings, weekends and holidays as necessary.
This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns.
Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties.
The work environment characteristics are normal office conditions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.
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.
Salary-$45,000 annually