Job Overview:The Operations Coordinator, under the direction and supervision of the Community Manager and FirstService Residential provides superior customer service to homeowners; is responsible for assisting in the daily office operations of the Association; responds promptly to resident inquiries and concerns and resolves issues in a timely efficient manner. This includes but is not limited to all office tasks as outlined below. The hours are Monday-Friday 8:00 a.m.-4:30 p.m. plus attendance at the monthly Board of Directors meetings. There may be occasional hours outside of this schedule to support the events hosted by the Association.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.
Accountability for servicing customers with a focus on the values of FirstService Residential:DoWhat’s Right, Own It, Improve It, Aim High, Build Great Relationships, and Be Genuinely Helpful
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
Communication with Homeowners
Foster a welcoming and friendly environment for homeowners, staff, and vendors
Assist with Communicating with homeowners about activities on the property, which may affect them via Connect, Email, Phone, Posting signs in message board etc.
Respond to homeowner’s questions and concerns on a timely basis
Assist in providing individualized communications to homeowners about pertinent matters
Assist in planning, organizing, and communicating details of all Jonathan Association events to residents. And be present for association planned events.
Manage Building Information
Assist in maintaining Connect database of homeowners and property information as well as utilizing it as a form of
Assist in maintaining calendars of building
Help to ensure that information utilized by other staff is kept
Violations Oversight
Must have comprehensive knowledge of the rules and regulations, Declaration, and expectations of the Board of Directors.
Drives around the property to perform violation inspections of the community
Processes the violation letters upon completion of each inspection
Tracks violation status and conducts repeat inspections accordingly to ensure compliance or need to escalate the violation
Building Maintenance
Assist in maintaining updated Vendor
Help to coordinate day-to-day building maintenance issues with staff and/or vendors and make sure that proper authorization for the job is acquired before starting
Respond to Resident Inquiries and Requests—General
Respond to homeowner’s questions and concerns. The office is the central on-site contact for addressing homeowner questions and
Answer all incoming calls and answer all emails and voice mails in a timely
Write Work Orders for On-Site Maintenance Tasks
Order Services/Approve Payments
Help to place orders for supplies and services needed for the
Submit charge forms to Association in a timely manner for charges and payments made by owners
Miscellaneous Duties/Projects
Work on miscellaneous projects, as necessary or as requested by the Community or Association Manager.
Work on miscellaneous duties and tasks as necessary for proper operation of the
Meetings
Attend monthly Board meetings as well as the Annual
Draft meeting minutes if needed
Connect
Assist in maintaining all owner and renter information in
Assist in maintaining updated association information with Community Association Manager and Association Manager
Help to distribute memos, letters, and other relevant information to
Additional Duties & Responsibilities
Practice and adhere to FirstService Residential Global Service
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 supplied
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
Ensure all safety precautions are followed while performing the work
Follow all policies and Standard Operating Procedures as instructed by Managment
Perform any range of special projects, tasks and other related duties as Assigned
Skills & Qualifications:
Associate’s or bachelor’s degree
Administrative experience
Previous Association Management experience or a general understanding of management
Excel, Outlook, and Word experience
Customer service focused and understands the value of a smile and positive
Ability to work as a team and communicate with fellow team members: Community Association Manager, Maintenance Manager and Office
Ability to multi-task and prioritize duties
Professional demeanor and collaborative attitude
Proactive and deadline oriented
Resourceful and decisive in handling of daily issues
Articulate and can communicate clearly in writing and verbally
Superior attention to detail, organizational and follow-up abilities
Reliable, punctual, and discreet
Physical Requirements: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.
Standing, sitting, walking throughout the property, ability to lift/move up to 30 lbs., use of a keyboard.
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.What We Offer :As a full-time nonexempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, EAP services, Life Insurance, and Long-Term Disability coverage. In addition, you will be eligible for vacation and sick time off benefits, 9 paid holidays, and a 401k with company match.Compensation: $23-$26 an hour