Job Overview:

 

The Assistant Facility Administrator will actively support the vision and philosophies of the Harveston community while upholding FirstService Residential’s commitment to excellence in serving clients, staff, and the community.

 

Compensation: $22-24/hour 

 

FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

 

Job Responsibilities:

 

The following duties are representative of the role’s responsibilities, though additional tasks may be assigned as needed:

 

Oversee and organize the front office and general administrative functions of the Lake House, ensuring efficient use of forms and procedures are upheld. Manage updates to access key software, Connect, and ensure office supplies are ordered. Scan and distribute board packets and financials prior to meetings. Coordinated meeting logistics, including food, room setup, and posting meeting notices and banners. Process homeowner, tenant, and Cape May registration forms, including issuing key fobs, mobile credentials, and processing payments as needed. Assist with input of work orders, RFPs, and other tasks as needed. Scan invoices to AVID for further processing. Oversee facility room rentals, including payment coordination, pre- and post-event inspections, and arranging security vendors for all events. Prepare the monthly event schedule for security guards, landscapers, and janitorial staff. Assist the Facility CSO Manager with community programs, including facility requirements, event scheduling, risk management, and general event support. Ensure homeowner inquiries related to facility usage and maintenance requests are handled per procedure. Assist the Community Director in ensuring resident home improvement plans are complete and ready for architect review. Provide administrative support to the General Manager as needed. Enforce Lake House policies and procedures, reporting issues to the General/Facility CSO Manager. Serve as a staff advisor for homeowner clubs and programs implemented at the Lake House. Maintain vendor relationships and ensure compliance, ensuring that service standards consistently met. Coordinate large mailings for the Association, such as audits, budgets, and annual elections. Exhibit strong verbal and written communication skills to build confidence with residents and public participants in community programs and events. Support the Facility CSO Manager in creating content for the community website (Harveston.org), email blasts, billing inserts, newsletters, and other community communications. Attend and support all community events, ensuring on-site visibility. Organize annual records and file systems for HCC and HCA. Demonstrate proactive problem-solving and strive for continuous improvement in all areas of responsibility. Attend all FirstService Residential mandatory functions and comply with company policies and procedures. Apply a proactive approach to responsibilities, with a focus on continued improvement and excellence.

Skills & Qualifications:

2-3 years of professional business experience. Demonstrates a commitment to ongoing learning through participation in seminars, trade shows, and training conferences. Proficient in Microsoft Office, including Word, Excel, and Outlook. Previous experience in customer service is essential. Excellent oral, and written communication skills, with the ability to communicate effectively, diplomatically, and professionally. Strong attention to detail with a high level of accuracy. Capable of multitasking effectively and efficiently in a fast-paced environment. Advanced computer skills, including extensive experience with Microsoft Word for word processing and Excel for spreadsheets. General database entry and maintenance experience is preferred. Must have use of a vehicle, possess current driver’s license and state-mandated vehicle insurance. Forward thinking and proactive, with the ability to provide creative solutions to problems. Community-oriented and able to embody the vision of Harveston. Possesses a comprehensive understanding of the Harveston governance model.

Education & Experience:

Must have a minimum of a GED or a High school diploma. Proficient in English (written and verbal)    Strong general math skills.    Valid California Driver's License and State Mandated Vehicle Insurance

Physical Requirements & Working Environment:

 

The physical demands outlined below represent the requirements necessary for an associate to successfully perform the essential functions of this position.  Reasonable accommodations will be made for individuals with disabilities to perform these functions.

 

Must be mobile enough to move around office in order to make copies, send mail and faxes Must be mobile enough to move around during outside events, stand for long periods of time and lift up to 20 pounds Talking and hearing occur continuously in the process of communicating with guests, supervisors and other associates. Must be able to handle multiple tasks Must be able to work independently and prioritize daily workload Must possess strong customer service skills Must be able to handle d and pressure of the position Must be proficient with Microsoft Office Must have the ability to effectively communicate with the Board, vendors and clients, verbally and through written correspondence Must be resourceful and a creative problem solver Must be detail oriented Must be a team builder and motivator

This is a full-time, non-exempt position with a standard schedule of Monday through Friday, 8:30 a.m. to   5:00 p.m. However, there will be occasions when evening, weekend, or holiday work is required, including one Saturday per month.

 

Supervisory Responsibilities:

N/A

 

Tools & Equipment Used:

Office equipment; computers, printers, fax machine, multi-line telephone, management software, etc.

 

Travel:

Driving Travel time will be required.

 

What We Offer:

 

· 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

· Verizon discount

· Tuition reimbursement

· Legal services

· Free emotional wellbeing and daily life assistance support for all associates

· Domestic partner coverage

· Health savings account

· Flexible spending account

 

About Us: FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

 

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

 

Disclaimer:

 

The above information in 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.

 

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

 

Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.