Community Administrator Intern-Temporary

Description

Job Overview:

This Community Administrator Internship shadows the Community Administrator role. This role provides administrative services to the management team, Boards of Directors, Committees, Homeowners, Vendors, and other related parties as needed and for the daily operations of the organization.

Compensation: $16.90-$16.90

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.

Community Administrator

Job 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 to every duty.

Administrative Core Services:

Updating work orders in Connect and coordinating accordingly with various vendor partners as needed

Configuring and distributing key fobs and access controls upon request

Processing mail, including handling returned mail

Creating newsletters and toppers

Receptionist back-up including answering phones, voicemails and greeting visitors

Special projects (directories, board reference book assembly, copies, proof reading, etc.)

Processing fee waiver requests, account change forms, and check requests

Managing vendor Requests for Proposals (RFPs)

Prepare and distribute monthly reports and agenda packets

Architectural Review Committee (ARC) Core Services:

Maintenance of accurate and complete records as required to properly and effectively implement the Enforcement and Architectural Programs. 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.

Act as direct liaison for architectural and violation needs of several communities

Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents that are related to ACC/DRC activities, take minutes during DRC meetings (if applicable), and prepare responses to applications for residents

Interact and follow up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association when necessary

Perform site reviews and related correspondence and follow-up as assigned.

Submit all charge-backs for association(s) via chargeback systems, including but not limited to violation fines and architectural submission fees per the clients' management contracts

Perform site reviews and related correspondence and follow-up as assigned

Coordinate Design Review/Architectural Committee or Landscape Modification Application process, collect application forms and supporting documents, enter data in Connect, and prepare material for DRC consideration

Prepare for and attend all Architectural/Design Review Committee meetings and Covenant/ERC Committee meetings as designated by association requirements

Customer Service Core Services:

Communicate professionally with residents and clients, ensuring the highest standard of customer service

Address inquiries and questions with a sincere offer to assist

Determine solutions based on the nature of each issue, while keeping residents informed of the status

Respond to all daily inquiries, providing a timeline when a resolution can't be achieved promptly

Exemplify FirstService Residential Core Values and Global Service Standards in every interaction while assisting external and internal customers

Additional Duties:

Must maintain regular and punctual attendance to required shifts, meetings, trainings, and related employment engagements to support position responsibilities and duties

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

Ensure all safety precautions are followed while performing the work

Follow all policies and Standard Operating Procedures as instructed by Management

Complete company training as assigned, attend all mandatory company functions, and adhere to FirstService Standards of Operation, policies, and procedures

Skills & Qualifications:

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.

Exceptional written and verbal communication skills

Ability to prioritize and multi-task

Ability to work independently

Collaborative attitude and team player

Highly organized and detail-oriented

Consistent professional demeanor

Work efficiently under pressure

Handle change in a positive manner

Well-versed in computer software programs (Microsoft Word, Excel, Adobe Acrobat X

Education & Experience:

Background in customer service, property management, and/or real estate preferred

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.

Must have reliable transportation to get to and from the work location.

Sitting at a desk for extended periods of time

Working on a computer throughout the day (monitor, keyboard, and mouse use)

Ability to listen and focus for long periods of time

Standing at a copier for extended periods of time

Climbing warehouse ladder to access storage boxes

Subjected to loud noises when running postage and folding machines

Ability to lift up to 30 lbs.

Tools & Equipment Used:

General office equipment

What We Offer:

Medical, dental, and vision plans (full time and 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

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.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a "reasonable accommodation," as defined under applicable disability laws, may make a request through our designated contact channel ....

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at ...; we will respond in accordance with Local Law 144, within 30 days.