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
The property operations coordinator will be responsible for assisting the community manager and helping administer the day to day operations of the community association business including but not limited to maintaining communications with the board of directors, association manager, association staff and homeowners.
Job Responsibilities Essential Duties & Responsibilities
Manage production of monthly Inside Kingsmill magazine. Communicate with residents through blast emails (Constant Contact). Maintain and update web site. Market to advertisers associated with Kingsmill. Prepare Kingsmill Weekly News Update.
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.
• 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 the board • Follow all policies and procedures of the association • Log work requests and homeowner inquiries in Connect 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. • Provide management with work order log for inclusion in board package. • Assist management with in depth property site inspections, as needed. • Contact vendors to discuss pending issues, necessary services, lack of performance regarding work orders, coordinate repairs, and follow up work completed. • Responsible for rules and regulations, violations; calls, letters and follow up as directed by management. • Ensure maintenance of all files, records and correspondence in accordance with company procedures and good business practices • Attend board meetings • Conduct regular inspections of modifications to ensure compliance with association rules and regulations. Prepare and maintain log of violations. • Serve as liaison with committees, as appropriate • Assist with establishing an annual calendar indicating all association activity, deadlines, election, meetings, projects, etc. • Review and be familiar with all policies of insurance to ensure adequate coverage • Assist all walk-in homeowners and refer to management, when necessary. • Maintain association filing and recordkeeping – homeowner filing, correspondence, work orders, accounting documentation, etc. • Mailings, as needed and required. • Meet with management weekly to ensure completion of open action items. • Facilitate all modification requests • Set up homeowners with site access and orient new homeowners, as needed (i.e. Connect access, reservation systems, etc.) • Update and maintain community information in Connect. • Utilize Connect for all mass communications to homeowners, subject to board authorization.
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
• Bachelor’s Degree preferred, minimum of 2 years of business 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 allinclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time. I acknowledge that I have read this document and that it was discussed with me today. I understand the contents and acknowledge that I received a copy.