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Assistant Manager

Company: FirstService Residential
Location: Arlington
Posted on: January 20, 2023

Job Description:

Position Description

The Company

Are you the missing piece? As North America's leading property management company, we know the value of fitting in with a local team, of being part of a well-oiled machine, but empowered to act when needed. We are looking for energetic, adaptable people who understand that they are part of something larger and want a long-lasting career creating human connections. Our associates are the reason for our success, so we recruit quality people who will always do what's right and build great relationships with the residents of the communities we serve. At FirstService Residential, we live our values every day. If you are passionate about helping people live better lives and are looking for an environment with room for career growth, you're in the right place!

Job Responsibilities

Provides support to management in the overall operations of Community Association business and delivers exceptional customer service to owners, residents, clients and vendors.

Essential 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.

  • Provide exceptional customer service to clients and vendors at all times
  • Respond to inquiries and provide resolution to questions or concerns in timely fashion
  • Assist with the daily general financial management and recordkeeping
    • Assist with bid process
    • Conduct regular inspections of site, where needed.
    • Maintain all records in Connect including work orders, resident information, Association documents, community information.
      • Ensure maintenance of all files, records and correspondence in accordance with company procedures and good business practices
      • Attend all Board meetings, where necessary
      • Assist with preparation of Board meeting agenda, monthly management report and all other reports and material needed for Board Packet
      • Assist with establishing an annual calendar indicating all association activity, deadlines, election, meetings, projects, etc.
      • Assist all walk-in homeowners and refer to Community Manager, when necessary.
      • Handle mailings, as needed and required.
      • Recordkeeping - binders to be kept with the following: Monthly Agendas, Modification Requests, Work Orders, Financials (including Social/Trip accounting).
      • Meet with Community Manager weekly to ensure completion of open action items.

        Regular attendance and punctuality are essential functions for the role

        Additional Duties 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.

          Supervisory Responsibility

          • This position does not require any supervisory responsibilities

            Education Experience

            • College degree or equivalent work experience required
            • Minimum of 2 years' experience in a customer service environment
            • Strong organizational skills
            • Strong written and verbal communication skills
            • Excellent computer skills required including email, Word, Excel and PowerPoint

              Knowledge, Skills Proficiencies

              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.

              • Excellent organizational skills and project management
              • Exceptional communication and interpersonal skills.
              • Advanced written communication skills.
              • Advanced Microsoft Office skills.
              • Knowledge of basic accounting/budgeting procedures.
              • Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others.
              • Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats and in a timely manner
              • Ability to conceptualize, plan and organize multiple programs and assignments effectively.
              • Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
              • Skill in developing and maintaining good working relationships.

                Tools Equipment Used

                Computer and peripherals, standard and customized software applications and tools, and usual office equipment.

                Physical Requirements / Working Environment

                The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

                • Position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying and moving objects that can weigh up to 25 lbs or more following appropriate safety procedures. This movement can occur throughout the day. Must also be able to climb several flights of stairs if necessary.
                • Must be able to drive - Some local travel by personal vehicle is required
                • Must be able to sit and stand for extended periods of time.
                • Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business.
                • Must have finger dexterity for typing/using a keyboard.
                • Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks on uneven areas.
                • Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other associates.
                • Capable of working extended hours, to include evenings, weekends and holidays as necessary.
                • This position may alternate between working indoors in a controlled climate and with proper lighting, to an outdoors setting with variable climate and lighting.
                • Must be able to interact with all types of individuals, be mentally alert, detail oriented, and with good reasoning skills.
                • Must be able to work on more than one assignment at a time with frequent interruptions, changes and delays. Must be able to remain focused and work effectively, efficiently, and cheerfully under such circumstances. For safety reasons, employee must remain alert to working conditions and aware of safety, health, and environmental concerns.
                • Must be able to work effectively and cheerfully in an environment which may be stressful due to adversarial situations resulting from the proper performance of duties

                  The work environment characteristics are normal office conditions for the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

                  Travel

                  N/A

                  Disclaimer

                  The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. 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.

Keywords: FirstService Residential, Arlington , Assistant Manager, Executive , Arlington, Virginia

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