Administrative Assistant (Resale) at FirstService Residential

As an Administrative Assistant, you’ll be responsible for providing a wide variety of administrative and staff support services. Performs office work directly related to property 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.

Your Responsibilities

• Manage and coordinate the administrative process for unit rentals, renewals, and property resales in accordance with the Association’s governing documents and established procedures.
• Receive, review, and process rental, lease renewal, and resale application packages for completeness and required documentation.
• Communicate application requirements, procedures, fees, and timelines to owners, prospective residents, real estate agents, title companies, and other involved parties.
• Verify that required documents, identification, leases, purchase contracts, fees, and supporting information have been submitted prior to processing.
• Coordinate background screenings and other required application review processes.
• Prepare completed application packages for management and/or Association review and approval, as applicable.
• Maintain direct and professional communication with the Board of Directors regarding rental and resale applications, approval requirements, pending matters, and any issues requiring Board review or direction.
• Maintain accurate records of owners, tenants, lease terms, move-in and move-out dates, and pending transactions.
• Track lease expiration dates and follow up regarding required renewals or updated occupancy documentation.
• Coordinate move-in and move-out scheduling and communicate community requirements, including elevator reservations, deposits, access procedures, and moving restrictions.
• Process requests related to certificates of approval, approval letters, and other Association documentation associated with rentals and resales.
• Coordinate with property management, accounting, front desk, access control, and security teams to ensure resident and ownership records are updated.
• Respond to inquiries from owners, tenants, prospective purchasers, real estate professionals, and title companies in a timely and professional manner.
• Maintain organized electronic and physical files for rental and resale transactions.
• Monitor pending applications and transactions to ensure timely follow-up and completion.
• Assist management with reports related to rental activity, lease expirations, unit ownership changes, and occupancy records.
• Maintain confidentiality of applicant, owner, tenant, and transaction information.
• Provide professional customer service while consistently applying the Association’s established policies and procedures.
• Perform additional administrative and operational duties related to rentals, resales, and resident records as assigned by management.
• Other duties as required.

Skills & Qualifications

• Associates degree with concentration in business preferred, or equivalent combination of education and experience.
• Three (3) to Five (5) plus years of related work experience.
• Computer literacy: Intermediate proficiency in Microsoft Windows software.
• Must possess strong administrative background.
• Strong working knowledge of customer service principles and practices.
• Excellent interpersonal, office management and communications skills.
• Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Physical Requirements

• Physical demands include ability to lift up to 50 lbs.
• Standing, sitting, walking and occasional climbing.
• Required to work at a personal computer for extended periods of time.
• Talking on the phone for extended periods of time.
• Ability to detect auditory and/or visual emergency alarms.
• Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
• Driving when necessary.

Supervisory Responsibilities

• No supervisory responsibilities

Additional Information

• Schedule: Monday-Friday 8:00am – 5:00pm

What We Offer

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

Compensation: $20.00 per hour

Disclaimer Statement

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.

#INDHOA

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [email protected].

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [email protected]; we will respond in accordance with Local Law 144, within 30 days.