Job Title: Architectural Administrative Assistant

Reports to: General Manager

Location: El Dorado Hills, CA

Salary Range: $21.00-23.00/hr

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 willalsobe premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

• Medical, dental, and vision plans (full time and part time 30+ hours)
• Part time 20+ hours qualify for dental and vision
• 401K match
• Time off including vacation, sick, and company paid holidays
• Pet insurance available
• Verizon discount
• Tuition reimbursement
• Legal services
• Free emotional wellbeing and daily life assistance support for all associates
• Domestic partner coverage
• Health savings account
• Flexible spending account

SUMMARY:

To support the operations of the association through customer support and architectural application processing at the onsite facility which may include front desk reception duties, community event support/management, facility reservations, fitness center monitoring, pool check ins and administrative functions.

PRINCIPAL PERFORMANCE REQUIREMENTS include the following. Other requirements may be assigned.

Coordinate and Administer Facility Usage

• Oversee the receipt, processing, and communications of Architectural Review Applications
• Assist in providing new and replacement access fobs to residents.
• Assist in gate controls.
• Assist in monitoring adherence to facility policies and guidelines.
• Respond to homeowner inquiries regarding facility usage.
• Responsible for registering, recording and monitoring facility rentals.
• Assist in the implementation of all Association and FirstService Residential sponsored community events when requested.
• Demonstrate and monitor the operation of the multi-media equipment by homeowners and their guests.

Fiscal

• Responsible for collecting all revenue received from facility rentals and card access registration, adhering to company policy (no cash accepted).

Administrative

• Responsible for front desk operations. Including but not limited to telephone, clerical activities, interfacing with residents, and other duties as necessary.
• Handle customer service calls and issue corresponding work orders, in accordance with established procedures.
• Receive all material delivered to the onsite office, process it, and forward to the responsible parties.
• Handle all aspects of issuance of resident identification access cards, gate remotes, resident registration, and maintain appropriate computer and paper files.
• Maintain lost and found depository.
• Monitor and report any violators of the policies and guidelines to the Compliance and Architectural Coordinator.
• Must be able to handle multiple tasks concurrently.
• Maintain parking logs daily and assist with parking violation tickets received from patrol service.

QUALIFICATIONS:

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be knowledgeable and adept with Connect, Microsoft Outlook, Word and Excel.
• Professional attire required.
• Must have administrative background and be able to demonstrate organizational skills and the ability to prioritize.
• Demonstrates effective oral and written communication skills.
• Must be able to independently answer and place telephone calls.
• Must be able to sit at a desk for long periods of time.
• Must have excellent customer service skills.
• Proactive in seeking additional work when assigned tasks are completed.

HOURS:

Monday through Friday 8am-5pm. Occasional weekend and night coverage may be required to support the team for community events or to cover for another associate.

EDUCATION and/or EXPERIENCE

• Some college or technical education.
• Previous customer service experience.

LANGUAGE SKILLS:

Proficient in English

Bilingual Spanish helpful.

MATHEMATICAL SKILLS:

Excellent general math skills.

REASONING ABILITY:

Excellent reasoning ability and analytical skills.

PHYSICAL DEMANDS:

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.

• Must be able to lift 25lbs.
• Must have finger dexterity for typing/using a keyboard.
• Verbal ability to effectively communicate with homeowners, co-workers and Board members.
• Writing ability to formulate effective correspondence necessary to perform the job.
• Must have use of vehicle, possess current drivers license and state mandated vehicle insurance with FirstService Residential listed as certificate holder.
• Must be able to hear in order to receive telephone calls and voice mail messages.
• Must be able to sit for long periods of time, keyboarding in front of computer terminal.
• Must be mobile in order to move around office in order to make copies, send mail and faxes and oversee facility usage in the Clubhouse.

WORK ENVIRONMENT:

The work environment characteristics are normal office conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Occasional overtime may be required.

Consistent, punctual and regular attendance required.