Lifestyle Coordinator / Receptionist - North Las Vegas, NV
Company Name:
FirstService Residential
Provides administrative and clerical support to Community Manager and Management Staff. Serves as contact for all homeowners. Performs all duties in accordance with FirstService Residential policies, processes and procedures and within the realm of the management philosophy.
## POSITION RESPONSIBILITIES
Essential Job Functions and Requirements:
Fulfill Receptionist duties (includes being responsible for the phone system, voice mails, call forwarding, etc.)
Receive and respond to all homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient and timely manner
Provide administrative and clerical support to Community Manager and Management Staff including but not limited to: receiving incoming mail and disseminating to the appropriate staff member, maintaining the Community's files and the office meeting room calendars
Assist the printing company with the creating and mailing of HOA newsletters (bi-monthly) which will include corresponding with advertisers, solicitation of advertisers and collection of ad payments along with maintenance of advertising spreadsheet.
Work directly with the Association's Social Committee and all vendors hired for the planning of all Community events, ensuring any permits or licenses are obtained and on file for the events themselves (City of North Las Vegas, park permits, health permits, etc)
Required to attend and facilitate _all_ Community Events (outside of normal business hours) and may be asked to attend HOA Board Meetings, Committee Meetings and Annual Meetings (not limited to these events; also outside of normal business hours)
Serve as the staff liaison for assigned committee, draft the agendas, attend the meetings and draft minutes of said meetings
Assist in maintaining the Association website and social media sites
Assist in processing the recording of the return ballots for annual meeting / elections
Responsible for ordering office supplies and for tracking and submitting a month accounting of supplies used for each HOA to ensure they are properly invoiced for office supplies used to conduct business on their behalf.
Lease Tracking
Perform other duties as requested
## KNOWLEDGE, SKILLS, & ABILITY
Competencies:
_Attention to Detail:_ Follow detailed procedures and ensure accuracy in documentation and data; carefully monitor gauges, instruments, or processes; concentrate on routine work details and organize and maintain a system of records.
_Commitment to Task:_ Able to take responsibility for actions and outcomes and persist despite obstacles; give long hours to the job as needed; demonstrate dependability in difficult circumstances and show sense of urgency about getting results
_Communication:_ Able to clearly present information through the spoken or written word; read and interpret complex information; talk with customers or clients; listen well
_Conflict Management:_ Able to use a win-win approach to resolve controversy; stay objective and fair when dealing with sensitive situations; maintain constructive working relationships despite disagreement
_Customer Focus:_ Able to demonstrate a high level of service delivery to do what is necessary to ensure customer satisfaction; deal with service failures and prioritize customer needs
_Flexibility:_ Able to remain open-minded and change opinions based on new information; perform a wide variety of tasks and change focus quickly as demands change; manage transitions effectively from task to task; adapt to varying customer needs
_Initiative:_ Able to bring about great result from ordinary circumstances; prepare for problems or opportunities in advance; undertake additional responsibilities and respond to situations as they arise without supervision; demonstrate dependability to meet deadlines
_Integrity_ : Able to be tactful, maintain confidences, and foster an ethical work environment; prevent inappropriate behavior by coworkers; give proper credit to others; handle all situations honestly
_Planning, Prioritizing & Goal Setting:_ Able to prepare for emerging Company and/or customer needs; manage multiple projects; determine project urgency in a meaningful and practical way; use goals to guide actions and created detailed action plans; organize and schedule people and tasks
_Quality:_ Able to maintain high standards despite pressing deadlines; establish high standards and measures; do work right the first time and inspect material/work for flaws; test new methods thoroughly; reinforce excellence as a fundamental priority
_Reading the System:_ Able to use common sense to get things done; identify key people to bring about change and understand underlying political dynamics of work; develop a network of contacts and target specific influential people to reach goals; be aware of significant contributing factors to manage change.
_Relationship Management:_ Able to develop rapport with others and recognize their concerns and feelings; build and maintain long-term associations based on trust; help others
_Policies, Process & Procedures:_ Able to act in accordance with established guidelines; follow standards in crises situations; communicate and enforce organizational policies and procedures; recognize and constructively conform to unwritten rules or practices
## QUALIFICATIONS
Qualifications:
Minimum High School diploma or equivalent required or at least five years experience in customer service. Experience in community management industry a must. Strong computer skills including proficiency in Microsoft Windows Office (Word, Excel, Internet Explorer, Outlook, Publisher) required. Must possess strong organizational and attention to detail skills, including effective verbal and written communication and excellent customer service skills. Ability to work under pressure and multi-task a must. Ability to diffuse situations, deal with conflict, maintain confidences, and remain solutions oriented required. Must possess the ability to prioritize own work, follow up to ensure deadlines are met, and accept accountability for all decisions and actions. Must be able to read, understand and speak English.
Work Environment and ADA Requirements:
Must have the ability to read and interpret documents such as complex financial and legal documents, safety rules, operating and maintenance instructions, and procedure manuals.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
While performing the duties of this job, the employee will frequently lift objects weighing 5-20 lbs and occasionally lift objects weighing 5-20 lbs. The employee will frequently sit for periods of time and constantly must move freely about. The employee will constantly be operating office machines, computers, and use the telephone; will use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is continuously required to push/pull and frequently bend/stoop, crouch, kneel, squat and move freely about between office locations. The employee will occasionally lift, reach above shoulder and twist. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Department: Association Management / Property Ops
Job Type: Full Time
Hours: Minimum 40 hours per week
FLSA Status: Non-Exempt
Job Location: OnsiteEstimated Salary: $20 to $28 per hour based on qualifications.
FirstService Residential
Provides administrative and clerical support to Community Manager and Management Staff. Serves as contact for all homeowners. Performs all duties in accordance with FirstService Residential policies, processes and procedures and within the realm of the management philosophy.
## POSITION RESPONSIBILITIES
Essential Job Functions and Requirements:
Fulfill Receptionist duties (includes being responsible for the phone system, voice mails, call forwarding, etc.)
Receive and respond to all homeowner and/or Board of Director inquiries (verbal and written) in a professional, efficient and timely manner
Provide administrative and clerical support to Community Manager and Management Staff including but not limited to: receiving incoming mail and disseminating to the appropriate staff member, maintaining the Community's files and the office meeting room calendars
Assist the printing company with the creating and mailing of HOA newsletters (bi-monthly) which will include corresponding with advertisers, solicitation of advertisers and collection of ad payments along with maintenance of advertising spreadsheet.
Work directly with the Association's Social Committee and all vendors hired for the planning of all Community events, ensuring any permits or licenses are obtained and on file for the events themselves (City of North Las Vegas, park permits, health permits, etc)
Required to attend and facilitate _all_ Community Events (outside of normal business hours) and may be asked to attend HOA Board Meetings, Committee Meetings and Annual Meetings (not limited to these events; also outside of normal business hours)
Serve as the staff liaison for assigned committee, draft the agendas, attend the meetings and draft minutes of said meetings
Assist in maintaining the Association website and social media sites
Assist in processing the recording of the return ballots for annual meeting / elections
Responsible for ordering office supplies and for tracking and submitting a month accounting of supplies used for each HOA to ensure they are properly invoiced for office supplies used to conduct business on their behalf.
Lease Tracking
Perform other duties as requested
## KNOWLEDGE, SKILLS, & ABILITY
Competencies:
_Attention to Detail:_ Follow detailed procedures and ensure accuracy in documentation and data; carefully monitor gauges, instruments, or processes; concentrate on routine work details and organize and maintain a system of records.
_Commitment to Task:_ Able to take responsibility for actions and outcomes and persist despite obstacles; give long hours to the job as needed; demonstrate dependability in difficult circumstances and show sense of urgency about getting results
_Communication:_ Able to clearly present information through the spoken or written word; read and interpret complex information; talk with customers or clients; listen well
_Conflict Management:_ Able to use a win-win approach to resolve controversy; stay objective and fair when dealing with sensitive situations; maintain constructive working relationships despite disagreement
_Customer Focus:_ Able to demonstrate a high level of service delivery to do what is necessary to ensure customer satisfaction; deal with service failures and prioritize customer needs
_Flexibility:_ Able to remain open-minded and change opinions based on new information; perform a wide variety of tasks and change focus quickly as demands change; manage transitions effectively from task to task; adapt to varying customer needs
_Initiative:_ Able to bring about great result from ordinary circumstances; prepare for problems or opportunities in advance; undertake additional responsibilities and respond to situations as they arise without supervision; demonstrate dependability to meet deadlines
_Integrity_ : Able to be tactful, maintain confidences, and foster an ethical work environment; prevent inappropriate behavior by coworkers; give proper credit to others; handle all situations honestly
_Planning, Prioritizing & Goal Setting:_ Able to prepare for emerging Company and/or customer needs; manage multiple projects; determine project urgency in a meaningful and practical way; use goals to guide actions and created detailed action plans; organize and schedule people and tasks
_Quality:_ Able to maintain high standards despite pressing deadlines; establish high standards and measures; do work right the first time and inspect material/work for flaws; test new methods thoroughly; reinforce excellence as a fundamental priority
_Reading the System:_ Able to use common sense to get things done; identify key people to bring about change and understand underlying political dynamics of work; develop a network of contacts and target specific influential people to reach goals; be aware of significant contributing factors to manage change.
_Relationship Management:_ Able to develop rapport with others and recognize their concerns and feelings; build and maintain long-term associations based on trust; help others
_Policies, Process & Procedures:_ Able to act in accordance with established guidelines; follow standards in crises situations; communicate and enforce organizational policies and procedures; recognize and constructively conform to unwritten rules or practices
## QUALIFICATIONS
Qualifications:
Minimum High School diploma or equivalent required or at least five years experience in customer service. Experience in community management industry a must. Strong computer skills including proficiency in Microsoft Windows Office (Word, Excel, Internet Explorer, Outlook, Publisher) required. Must possess strong organizational and attention to detail skills, including effective verbal and written communication and excellent customer service skills. Ability to work under pressure and multi-task a must. Ability to diffuse situations, deal with conflict, maintain confidences, and remain solutions oriented required. Must possess the ability to prioritize own work, follow up to ensure deadlines are met, and accept accountability for all decisions and actions. Must be able to read, understand and speak English.
Work Environment and ADA Requirements:
Must have the ability to read and interpret documents such as complex financial and legal documents, safety rules, operating and maintenance instructions, and procedure manuals.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
While performing the duties of this job, the employee will frequently lift objects weighing 5-20 lbs and occasionally lift objects weighing 5-20 lbs. The employee will frequently sit for periods of time and constantly must move freely about. The employee will constantly be operating office machines, computers, and use the telephone; will use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is continuously required to push/pull and frequently bend/stoop, crouch, kneel, squat and move freely about between office locations. The employee will occasionally lift, reach above shoulder and twist. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
Department: Association Management / Property Ops
Job Type: Full Time
Hours: Minimum 40 hours per week
FLSA Status: Non-Exempt
Job Location: OnsiteEstimated Salary: $20 to $28 per hour based on qualifications.
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