FirstService Residential Administrative Assistant in Las Vegas, Nevada

Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America's foremost property management firm. We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, we think you should get to know us.

Job Summary

This position provides a wide variety of administrative and staff support services. Performs office work directly related to HOA management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service 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.

  • Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations and new hires
  • Ensures that the telephone is answered properly and messages are handled courteously, accurately and in a timely manner
  • Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager's review and approval
  • Maintains updates and coordinates resident information in computer database at a minimum on a monthly basis. Generates and provides this information to the General Manager, Board of Directors
  • Maintains roster of mailroom boxes
  • Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners
  • Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures
  • Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices
  • Prepares move-in packages for re-sale and leases. Creates files, compiles sand coordinates all necessary information and documentation for new owners/leases
  • Sets up meetings for Board Approval process
  • Keeps packages updated with new memos and policies as required
  • Prepares any resident information packages that require Board approval, (i., e., Architectural Modification)
  • Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons
  • Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed
  • Follows safety procedures and maintains a safe work environment

Requirements & Skills

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.

  • Good written and verbal communication skills
  • Adhere to required deadlines
  • Foster cooperation and work well within a team atmosphere
  • Complete company training as assigned
  • Be punctual to work and meetings and track time as required by company standards
  • Excellent attendance mandatory
  • Maintain an organized workspace according to company procedures
  • Exhibit professionalism, professional attire and demeanor at all times
  • Adhere to the company's Standards of Operation
  • Attend all mandatory company functions
  • Maintain reliable transportation
  • Demonstrates effective communication skills consisting of oral, written and listening skills
  • Demonstrates excellent problem-solving abilities
  • Excellent time management abilities
  • Ability to draft correspondence and respond to inquiries and client concerns effectively and independently
  • Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and PowerPoint
  • Demonstrates organizational skills and ability to independently prioritize daily workload
  • Must have minimum typing speed of 50 WPM
  • Must possess a High School diploma; Some college desirable

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled