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Office Administrator

2 months ago

Bloomington, United States FirstService Residential Full time
Job Overview:

The Office Manager, under the direction and supervision of the Association Manager and FirstService Residential, is responsible for overseeing the daily operation of the Association. This includes, but is not limited to, managing the Association office, responding to resident inquiries in a timely manner, ensuring compliance with the Association's governing documents, coordinating a maintenance schedule, and working with on-site staff.

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: Do What'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 the required schedule must be reviewed and approved, in advance, by your supervisor.
Key Responsibilities:Communication with Homeowners:
  • Foster a welcoming and friendly environment for residents, guests, staff, and vendors.
  • The Office Manager is the central on-site contact for addressing homeowner questions and concerns and will answer all incoming inquiries on a timely basis.
  • Communicate with homeowners about activities in the building, which may affect them via various channels.
  • Provide individualized communications to homeowners about pertinent matters.
  • Ensure that on-site staff and contractors communicate with homeowners in a clear manner.
Manage Building Information:
  • Maintain all owner and renter information in the Association's database.
  • Distribute memos, letters, and weekly newsletters via the Association's communication channels.
  • Create a weekly or month-end report as directed by the Association Manager.
  • Maintain a calendar of building activity.
  • Coordinate move-in and move-out dates and schedules.
  • Maintain a secure key entry system by keeping all key-records updated in the database and in the entry system.
  • Ensure that information utilized by other staff is kept current.
Oversee/Facilitate On-Site Staff:
  • Perform the role as team leader of staff.
  • Ensure that employees have necessary tools and access to necessary physical and informational resources to do their work.
  • Conduct regular check-in meetings with the on-site staff.
  • Communicate new procedures and policies to staff.
  • Ensure that staff procedures and performance are consistent with objectives of the Board of Directors, FirstService Residential management practices, and the rules of the Association.
  • Coordinate appropriate coverage of the building for caretaker/maintenance for holiday, vacation, or sick time.
Building Maintenance:
  • Maintain an annual maintenance calendar and update as needed. Review maintenance checklists with the Maintenance staff and Association Manager.
  • Maintain a vendor list.
  • Gather detailed bids as directed by the Association Manager or Board for major non-recurring projects or for requested changes in recurring vendor contracts.
  • Coordinate day-to-day building maintenance issues with staff and/or vendors and ensure proper authorization for the job is acquired before starting the project.
  • Write work orders for on-site maintenance tasks.
  • Advise homeowners on issues of homeowner versus association expenses.
  • Ensure cleanliness and condition of the building and the surroundings by walking the property interior and exterior weekly and initiating necessary action to correct conditions.
  • Ensure compliance and safety as it pertains to all applicable procedures, including building safety and emergency procedures.
  • Conduct quarterly safety walk-throughs utilizing a checklist and coordinate any issues with the corporate Safety Committee.
  • Work with the Association Manager on larger maintenance projects. Communicate deficiencies in need of attention.
Contact and Advise Contractors Serving the Association:
  • Advise contractors of homeowner versus association responsibility.
  • Authorize appropriate work as directed by the Association Manager.
  • Monitor contractor compliance with the Rules and Regulations.
  • Oversee work to its satisfactory completion. Advise the Association Manager when non-routine problems occur, or work is not satisfactorily completed.
Financial Management:
  • Submit charge forms to the Association in a timely manner for charges and payments made by owners.
  • Review and approve vendor invoices in the Association's accounting system.
  • Understand and review monthly financial reports.
  • Understand the annual budget and reserve plan.
  • Work with the Association Manager to provide information for the annual budgeting process.
Organize Payroll for On-Site Employees:
  • Review hours submitted by building staff.
  • Oversee and approve payroll in the Association's payroll system, making corrections when necessary.
Miscellaneous Duties/Projects:
  • Place orders for supplies and services needed for the Association.
  • Create and maintain an effective filing system for the office and shared files.
  • Work on miscellaneous projects, as necessary, or as requested by the Association Manager.
  • Work on miscellaneous duties and tasks as necessary for proper operation of the building.
Security and Camera System:
  • Maintain a secure key entry system and update key records in the database and in the entry system. Know how to program electronic key fobs/garage devices with unit and/or resident identity.
  • Be knowledgeable on how to disable, add, rename fobs and garage cards as needed.
  • Order additional fobs and garage cards well in advance of running out.
  • Ensure performance of the camera monitoring system and educate staff on system capabilities. Record incident retrievals.
  • Use camera views to assist in managing the building and adjust views when necessary. Calibrate clocks on all cameras for accuracy.
  • Prepare incident reports for incidents that take place in the building. Make sure on-site staff is trained to use the system to gather information and complete reports as needed. Take pictures of the incident scene as soon as possible.
  • Contact the security companies when necessary for security system tweaking, and for questions, requests, and additional training.
Meetings:
  • Attend monthly Board meetings as well as the Annual meeting.
  • Post approved agendas.
  • Draft meeting minutes if needed.
  • Follow up with the Association Manager to coordinate action items.
Oversee Unit Leasing Compliance:
  • Distribute Leasing Requirements paperwork to those who may be moving in.
  • Communicate with unit owners upon discovery of a resident who has leased a unit from an owner who has neglected to submit required paperwork.
  • Coordinate move-in of new tenants.
Additional Duties and 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 to 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 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.