Job Overview:

 

The Community Support Specialist is responsible for providing administrative services to Regional Directors, Association Managers, Boards of Directors, Committees, Homeowners, Vendors, and other related parties as needed and for the daily operations of the organization as directed by the Community Support Services Team Lead.

 

Your 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.

Administrative Core Services:

Sending out mass mailing and electronic correspondence via letters, emails, and phone blasts Sending out unit level correspondence (violation notices, chargeback letters, late-fee notices, etc.) Saving & filing electronic records using our system of record, Connect Distribution and electronic management of financial statements, board meeting minutes, etc. Assist with architectural modification applications and approval process Update and maintain reports Change of ownership process in Connect Prepare and distribute monthly board packets Prepare for annual meetings, monthly board meetings and special meetings; attend if requested) Assembly of mailings and running postage meter Configure and distribute key fobs and access controls upon request Support property transition process, including managing property records, and data entry Upkeep of Connect resident portal and associate data entry as needed

Auxiliary Support Services (as required):

Receptionist back-up including answering phones, voicemails, managing mailroom, and greeting visitors Supporting contract management and vendor management processes Data entry support for Connect, community calendars, or other ad-hoc needs Special projects (directories, board reference book assembly, copies, proof reading, etc.)

Additional Duties:

Must maintain regular and punctual attendance to required shifts, meetings, trainings, and related employment engagements to support position responsibilities and duties. Any alterations to required schedule must be reviewed and approved, in advance by your supervisor 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 materials 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 and range of special projects, tasks, and other related duties as assigned.

Skills and Qualifications:

High School diploma or equivalent Minimum 4 years of administrative experience Some college and/or job-related education preferred Background in customer service, property management, and/or real estate Exceptional written and verbal communication skills Excellent spelling and proof-reading abilities Confident with data research and analysis Ability to prioritize and multi-task Ability to work independently Collaborative attitude and team player Exceptional interpersonal skills Highly organized and detail-oriented Consistent professional demeanor Work efficiently under pressure Handle change in a positive manner Open to constructive criticism Reliable and discrete Well-versed in computer software programs (Microsoft Word, Excel, Adobe Acrobat X

What We Offer:

As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, life insurance, short term disability, legal, and identity theft. You will also be eligible for company paid life insurance, long term disability, and benefits from our employee assistance program. In addition, you will be eligible for paid time off, paid holidays, and a 401k with company match.

Compensation:

$24.04 - $28.85 / hour