Member Services Coordinator

2 weeks ago

Auburn, United States FirstService Residential Full time

**The Company**

Are you the missing piece? As North America's leading property management company, we know the value of fitting in with a local team, of being part of a well-oiled machine, but empowered to act when needed. We are looking for energetic, adaptable people who understand that they are part of something larger and want a long-lasting career creating human connections. Our associates are the reason for our success, so we recruit quality people who will always do what's right and build great relationships with the residents of the communities we serve. At FirstService Residential, we live our values every day. If you are passionate about helping people live better lives and are looking for an environment with room for career growth, you're in the right place

**Responsibilities**:
The Resident Services Administrator assists with the management and administration of the day to day operations of the Community Association business. Handle customer service functions. Maintain communication with Board of Trustees and homeowners. Serves as the primary source of contact for residents and homeowners on association matters.

**Essential Duties & 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.
- Regular attendance and punctuality are essential functions for the role
- 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 Board of Trustees
- Have general knowledge and understanding of building systems and components
- Follow all policies and procedures of the Company
- Work closely with Management to learn all responsibilities of site operations
- Such other duties and responsibilities as may reasonably be directed and required
- Log work requests 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. Work order is not considered complete unless the vendor has signed original work order and returned to office.
- Provide Community Manager with work order log for inclusion in Board package.

**Fiscal**:

- Record, date and time stamp incoming invoices daily.
- Mail original invoices and 1 copy of package to Client Accounting.
- One copy of invoice package into voucher book.
- Verify checks when returned from Client Accounting. Ensure that all invoicing backup is attached to check and duplicate payments are not received.

**Governance / Administration**:

- Greet all homeowners and visitors coming to the Association office.
- Answer all calls and log both incoming and outgoing calls in Connect.
- Assist all walk-in customers and defer to Community Manager or Assistant Community Manager, when necessary.
- Maintain office supplies - prepare order to submit to Community Manager for review and approval.
- Maintain Association filing - homeowner filing, correspondence, work orders, accounting documentation etc.
- Distribution of Board communication, as directed by Community Manager daily. All Board members are to receive any materials directed to a specific committee or Board member. The President is to be consulted if there is any question related to distribution.
- Mailings, as directed by Community Manager.
- Record, date and time stamp incoming mail.
- Record Keeping - binders to be kept with the following: Monthly Agendas, Modification Requests, Work Orders, Financials (including Social/Trip accounting). Meet with Community Manager weekly to ensure completion of open action items.
- Assist with preparation of Board meeting agenda, monthly management report and all other reports and material needed for Board Packet; distribute one week in advance of meeting
- Prepare closing documents as required. Update Connect to reflect new owners.
- Update homeowner directory and create new homeowner file.
- Copy of all documents to be kept in homeowner file.
- Set up homeowners with Connect access.

**Community Relations / Communication**:

- Provide excellent customer service and maintain open lines of communication with fellow Associates, homeowners and Board of Trustees
- Update and maintain community information in Connect, including but not limited to the Community Web Site, Community Projects, Management Reports and all Association documents and forms
- Provide customer service assistance to homeowners as needed. Assist with homeowners' calls and inquires and respond accordingly or direct to the appropriate party.
- Log all homeowner inquires in Connect Call Log
- Assist with preparation of newsl

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