Community Operations Assistant

4 weeks ago

Germantown, Maryland, United States FirstService Residential Full time
Job Overview

As a Community Operations Assistant at FirstService Residential, you will provide critical support to management in the day-to-day operations of our community associations. Your exceptional customer service skills will be essential in delivering a high level of service to our clients, residents, and vendors.

Responsibilities
  • Provide exceptional customer service to clients and vendors at all times
  • Respond to inquiries and provide resolution to questions or concerns in a timely fashion
  • Assist with the daily general financial management and recordkeeping
  • Assist with the bid process
  • Conduct regular inspections of the site, as needed
  • Maintain all records in Connect, including work orders, resident information, association documents, and community information
  • Ensure the maintenance of all files, records, and correspondence in accordance with company procedures and good business practices
  • Attend all Board meetings, as necessary
  • Assist with the preparation of Board meeting agendas, monthly management reports, and all other reports and materials needed for the Board Packet
  • Assist with establishing an annual calendar indicating all association activity, deadlines, elections, meetings, projects, and other important events
  • Assist all walk-in homeowners and refer to the Community Manager, as necessary
  • Handle mailings, as needed and required
  • Recordkeeping - maintain binders with the following: monthly agendas, modification requests, work orders, financials (including social/trip accounting)
  • Meet with the Community Manager weekly to ensure the completion of open action items
  • Regular attendance and punctuality are essential functions for this role
Additional 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 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 a 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
Skills & Qualifications
  • College degree or equivalent work experience required
  • Minimum of 2 years' experience in a customer service environment
  • Strong organizational skills
  • Strong written and verbal communication skills
  • Excellent computer skills, including email, Word, Excel, and PowerPoint
  • Excellent organizational skills and project management
  • Exceptional communication and interpersonal skills
  • Advanced written communication skills
  • Advanced Microsoft Office skills
  • Knowledge of basic accounting/budgeting procedures
  • Ability to work under pressure, adjust to constant changes, handle multiple tasks, and coordinate the work of others
  • Ability to keep complex records, assemble and organize data of complex nature, and prepare and submit reports in acceptable formats and in a timely manner
  • Ability to conceptualize, plan, and organize multiple programs and assignments effectively
  • Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness
  • Skill in developing and maintaining good working relationships
  • Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying, and moving objects that can weigh up to 25 lbs or more, following appropriate safety procedures. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary
  • Must be able to drive - some local travel by personal vehicle is required
  • 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 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 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, including 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
What We Offer

As a full-time exempt associate, you will be eligible for full comprehensive benefits, including your choice of multiple medical plans, dental, vision, and others. In addition, you will be eligible for time off benefits, paid holidays, and a 401(k) with company match. Occasional travel may be required to attend training and other company functions.

Compensation: $60,000 - $65,000 annually

Disclaimer Statement: 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 all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.

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