Administrative Assistant - Residential Services

Foxfire Property Management•Concord, NH

10d

About The Position

Foxfire Property Management Inc. is a Concord, NH based, full-service, one-stop property management resource firm with an experienced and dedicated team of property management professionals. We manage a variety of properties including: residential, commercial and government assisted housing and specialize in HOA, condominium and cooperative properties. As our company continues to grow we look to expand our team. We are looking for a detailed orientated candidate with a strong work ethic for our Administrative Assistant position. Foxfire offers the opportunity to work from home one day a week and a flexible work schedule during the summer. Read the the job description below and if you feel like this is a position for you please apply. Job Summary The Administrative Assistant – Residential Services is responsible for assisting the Residential Services department with the daily, weekly, monthly and annual work duties required in the operation and management of properties managed by Foxfire Property Management.

Requirements

Customer Service: Displays a professional sense of urgency when communicating and interacting with customers, coworkers and the public in a way that exceeds the customer’s wants and needs. Identifies opportunities to improve and deliver additional value to customer’s experience by presenting creative solutions and innovative ideas.
Communication: Actively listens to customers, coworkers and the public (viewing the situation from the customer’s perspective) and works together to solve the problem through effective communication.
Problem Solving: Ability to recognize and define problems; analyze relevant information; encourage alternative solutions and plans to resolve situations; seeks additional assistance when needed.
Quality: Work “product or service” is free of errors and exceeds customer expectations.
High school diploma or general education degree (GED); or one-year related experience and/or training. Intermediate knowledge of Word and Excel software.
Language Skills- Must have developed language skills to the point to be able to: read, analyze and interpret general business documents. Comfortable responding to common inquiries or questions. Ability to write routine reports, business letters and summaries using prescribed format and conforming to all rules of punctuation, grammar, diction and style.
Mathematical Skills - Requires mathematical development sufficient to be able to: apply common logic in understanding and carrying out written, oral or diagram instructions. Ability to positively deal with problems involving standardized situations.
Reasoning Ability - Must have developed reasoning skills to be able to: solve practical problems and deal with various situations where only limited standardization exists. Ability to interpret a variety of instructions in written, oral, diagram or schedule form.
Ability to pass pre-employment drug test and background check
Possession of valid driver’s license. Must be able to travel to and from assigned properties when needed
Requires sitting, walking, and standing to a significant degree, reaching, handling, talking, hearing and seeing
Lifting up to 10 lbs. maximum with frequent lifting and/or carrying or transporting of objects weighing up to 10 lbs.
Ability to operate standard office equipment including personal computer, copiers, facsimile, telephone and 10-key calculator

Nice To Haves

Property Management experience a plus.

Responsibilities

Answer telephone calls in polite, professional manner
Greet residents and owners in the office
Communicate updates with Property Managers and Maintenance Technicians as needed
Update orientation material as needed
Handle service request calls from residents and owners, including following up, if appropriate
Process work orders and update summary spreadsheet
Maintain checklist such as: chimney inspections, dryer vent inspections, COI’s, violations and follow up with appropriate notices and/or fines
Prepare new resident packets for new condominium residents
Assist Property Managers with preparation of various management reports, proposals and correspondence
Assist Property Managers with the weekly action item list, and sending report to their Boards.
Post late fees, send out collection letters, resident/owner statements as needed or required
Attend annual meeting
Promotes and supports Foxfire’s company policies and procedures
Ability to work well with a diverse group of people
Create work orders and follow up with clients on service and report findings to applicable Property Manager
Create invoices and input to property management software
Coordinate and mange clubhouse rentals and deposits, if applicable
Post monthly water invoice total and electric monthly total onto billing spreadsheet(s), if applicable
Produce monthly newsletter. Post/update on Community website, e-blast to residents and have copies available
Maintain current office files
Complete projects as determined by various property managers or Director of Residential Services
Actively seek out other tasks when current work is complete
Record minutes of Board of Directors meetings and Finance Committee meetings and post to website, after approval
Oversee properties during the Property Managers absence
Participate in ongoing education and training
Other duties as assigned