Experience Inc. Jobs

Job Overview:

We are seeking a highly organized and proactive Administrative Assistant to provide a wide range of administrative and staff support services related to property management and association operations. This role requires excellent customer service, communication skills, and the ability to work independently while handling multiple tasks. The ideal candidate will assist with front desk operations, meeting preparations, document management, and support compliance efforts within the community and company.

Compensation: $27.00-28.00/hour

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.

Job Responsibilities:

In addition to all other duties and responsibilities described within the generic job description for Administrative Assistant-Receptionist, the following specifically apply to this position. Other duties may be assigned.

• Answer and direct phone calls and emails professionally, ensuring timely andaccurate responses.

• Assist with front desk operations, greet residents, and provide coverage during colleagues’ breaks or absences.

• Maintain and update resident records, process ID card, transponders requests and mailbox locks, and manage community website and amenity reservations.

• Maintain and manage swim lesson process including resident reservations andtrainer schedules.

• Handle administrative tasks such as transcribing letters, processing documents, coordinating meeting minutes, and assisting with newsletters.

• Maintain accurate records of contracts, insurance certificates, and vendordocumentation to ensure compliance with company policies.

• Support Managers in organizing and scheduling tasks related to reserve studies, budgets, and elections.

• Assist with financial tasks, including processing receivables, checks, and accounts payable invoices.

• Help manage resident violations, inspections, work orders, and maintain alladministrative files (both digital and hard copy).

• Monitor the inventory of keys, transmitters, and other office supplies and reorder, as necessary.

• Support compliance by ensuring all documents, including governing documents, CC&Rs, and resolutions, are properly managed, scanned, and uploaded to the appropriate systems.

• Assist in the preparation of reports and maintain safety procedures within theworkplace.

Skills & Qualifications:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Minimum of 3-5 years of related experience in administration or propertymanagement.

• Strong administrative background with proficiency in Microsoft Office (Word, Excel, Outlook).

• Excellent customer service, interpersonal, office management, and communication skills.

• Ability to handle confidential information and ensure compliance withorganizational standards.

• Strong organizational skills with the ability to manage multiple prioritiesindependently.

• Bilingual candidates are preferred but not essential.

• Associate’s degree in business or related field, or equivalent work experience.

Education & Experience:

• Must have experience in using database software. High school diploma or equivalency required. College level courses in business or hospitality are preferred.

• Must be proficient with Microsoft Office, especially Microsoft Excel

• Must have general knowledge of computer setups and peripheral equipment.

• Physical Demands & Work 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.

• Ability to lift up to 50 lbs.

• Ability to stand, sit, walk, and occasionally climb.

• Must be able to work at a personal computer and communicate on the phone for extended periods.

• Flexibility to work extended hours or weekends as needed.

Work Environment:

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

Schedule: Monday to Friday, 8:00 am - 4:30 pm (may require occasional flexibility)

Supervisory Responsibilities:

• N/A

Tools & Equipment Used:

• General Office Equipment

Travel:

• Possess dependable transportation, a valid California State Driver’s License, and the state mandated vehicle insurance.

What We Offer:

• 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

About Us:

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.

Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

To learn more about our company and culture, please visit www.fsresidential.com/california

Disclaimer:

The above information in 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.

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances.All offers of employment with FirstService Residential are contingent upon a satisfactory background check.