Community Administrator

FirstService Corporation•Irvine, CA

52d•$21 - $23

About The Position

This Community Administrator provides administrative services to the management team, Boards of Directors, Committees, Homeowners, Vendors, and other related parties as needed and for the daily operations of the organization. FirstService Residential will compensate the successful candidate in accordance with the posted range. The salary or wage paid to the successful candidate will be commensurate with experience, education, and specific job responsibilities. For positions designated at a client's property, the salary or wage will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Requirements

Exceptional written and verbal communication skills
Ability to prioritize and multi-task
Ability to work independently
Collaborative attitude and team player
Highly organized and detail-oriented
Consistent professional demeanor
Work efficiently under pressure
Handle change in a positive manner
Well-versed in computer software programs (Microsoft Word, Excel, Adobe Acrobat X
High School diploma or equivalent
Minimum 4 years of administrative experience
Background in customer service, property management, and/or real estate
Must have reliable transportation and be able to drive to other work locations, perform site reviews, pick up supplies, etc.

Responsibilities

Updating work orders in Connect and coordinating accordingly with various vendor partners as needed
Configuring and distributing key fobs and access controls upon request
Processing mail, including handling returned mail
Creating newsletters and toppers
Receptionist back-up including answering phones, voicemails and greeting visitors
Special projects (directories, board reference book assembly, copies, proof reading, etc.)
Processing fee waiver requests, account change forms, and check requests
Managing vendor Requests for Proposals (RFPs)
Prepare and distribute monthly reports and agenda packets
Maintenance of accurate and complete records as required to properly and effectively implement the Enforcement and Architectural Programs. This includes homeowner computer files, violation reports and correspondence, hearing correspondence, plan submittals (pending, approved and denied), homeowner correspondence, tract maps noting status of each lot, etc.
Act as direct liaison for architectural and violation needs of several communities
Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents that are related to ACC/DRC activities, take minutes during DRC meetings (if applicable), and prepare responses to applications for residents
Interact and follow up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association when necessary
Perform site reviews and related correspondence and follow-up as assigned.
Submit all charge-backs for association(s) via chargeback systems, including but not limited to violation fines and architectural submission fees per the clients' management contracts
Perform site reviews and related correspondence and follow-up as assigned
Coordinate Design Review/Architectural Committee or Landscape Modification Application process, collect application forms and supporting documents, enter data in Connect, and prepare material for DRC consideration
Prepare for and attend all Architectural/Design Review Committee meetings and Covenant/ERC Committee meetings as designated by association requirements
Communicate professionally with residents and clients, ensuring the highest standard of customer service
Address inquiries and questions with a sincere offer to assist
Determine solutions based on the nature of each issue, while keeping residents informed of the status
Respond to all daily inquiries, providing a timeline when a resolution can't be achieved promptly
Exemplify FirstService Residential Core Values and Global Service Standards in every interaction while assisting external and internal customers
Must maintain regular and punctual attendance to required shifts, meetings, trainings, and related employment engagements to support position responsibilities and duties
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 materials and supplies
Ensure all safety precautions are followed while performing the work
Follow all policies and Standard Operating Procedures as instructed by Management
Complete company training as assigned, attend all mandatory company functions, and adhere to FirstService Standards of Operation, policies, and procedures