Assistant Community Mananger - FirstService Residential - Palm Desert, CA

• Ability to work under tight deadlines and consistently meet deadlines.


• Exhibit professionalism, professional attire and demeanor at all times.


• Maintain reliable transportation to assigned clients.


• Demonstrates effective communication skills consisting of oral, written and listening skills.


• Demonstrates problem-solving abilities.


• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.


• Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and Power Point.


• Demonstrates organizational skills and ability to independently prioritize daily workload.


• Must have minimum typing speed of 40 WPM.


• Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds.

EDUCATION and/or EXPERIENCE

Must have a minimum of a GED or a High school diploma.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Drivers License and State Mandated Vehicle Insurance

Job Description:
Assistant Community Manager supports a team of community management staff through timely completion of assigned administrative and project duties.

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

• Take client calls and manage work order process, vendors, and client issues.


• Produce requested reports for board packets in a clean, orderly, and professional fashion.


• Provide “Buddy System” backup for assigned Buddy during absences.


• Consistent use and maintenance of Connect.


• Coordinate with assigned CM’s to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings.


• Review, input, separate and handle all mail for assigned CMs.


• Review and distribute assigned CM’s In and Out Box/File daily.


• Transcribe and type documents and letters as required.


• Fax and/or scan and email documents as requested by CMs.


• Update and generate all required association and management reports.


• Coordinate with Team Admin processing of all required minutes and newsletters.


• Coordinate all meeting logistics as required.


• Submit all charge-backs for association(s) monthly.


• Obtain bids for services and special projects and create RFP and comparison spreadsheets as requested by CM.


• Manage parking stickers, hang tags, pool keys, clubhouse reservations, web site, and safelisting for assigned properties.


• Act as backup when CM is on vacation, sick days, or out of office.


• Maintain community profile, portfolio, policy notebooks, association manuals and any annexation documents.


• Conduct occasional walkthroughs as agreed with Business Unit Leader not to exceed 6 hours/month.


• Organize and maintain all homeowner and administrative files & perform annual association file cleanout in accordance with company standardized hard copy and electronic system.


• Assist CM in all administrative duties.


• Maintain an organized workspace according to company procedures.


• Change voice mail and apply out-of-office email greeting when out of the office.


• Greet walk-ins when CM is out of office.


• Complete company training as assigned, attend all mandatory company functions and adhere to FirstService Residential Standards of Operation.


• Manage client meetings, site visits, meeting follow-up and overall processes for addendum accounts as assigned.


• Make payroll entries each day in accordance with employee handbook.


• Must have reliable transportation and be able to drive to other work locations.


• Other duties as may apply from time to time be required.

QUALIFICATIONS

• Ability to work under tight deadlines and consistently meet deadlines.


• Exhibit professionalism, professional attire and demeanor at all times.


• Maintain reliable transportation to assigned clients.


• Demonstrates effective communication skills consisting of oral, written and listening skills.


• Demonstrates problem-solving abilities.


• Ability to draft correspondence and respond to inquiries and client concerns effectively and independently.


• Must be proficient with computer programs needed for specific position including Microsoft Outlook, Word, Excel, and Power Point.


• Demonstrates organizational skills and ability to independently prioritize daily workload.


• Must have minimum typing speed of 40 WPM.


• Must work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier, and; respecting the diversity of our workforce in actions, words and deeds.

EDUCATION and/or EXPERIENCE

Must have a minimum of a GED or a High school diploma.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Drivers License and State Mandated Vehicle Insurance

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.

Full time position. Typical schedule, Monday through Friday, 8:00 a.m. – 5:00 p.m. May be required to work overtime as needed and approved by supervisor, including occasional evening meetings.

Consistent and regular attendance required.