Job Overview:

The Administrative Assistant is responsible for the day-to-day service of Nepenthe Association's Board of Directors and homeowners by providing a wide variety of administrative and staff support services. Interactions are typically with HOA homeowners and Board Members in person, via telephone or written correspondence. Position provides support to the General Manager. Administers duties in accordance with company policies and procedures and the governing documents of the association.

Compensation: $19-23/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 will also be premised upon the client's directive. The base pay range is subject to change and may be modified in the future.

Your Responsibilities:

Primary Responsibilities may include but are not limited to the following:

• Open/close clubhouse including locking, unlocking, voicemail retrieval, mail processing, etc.
• Alerting the Manager to safety, equipment or hygiene concerns for proper action.
• Serve as first point of contact for homeowners, visitors and vendors.
• Maintain regular and positive communication with each owner and abide by the culture created to enhance, promote and execute daily positive interaction among members of the management team.
• Communicate policies, rules and procedures to the homeowners in a thorough and respectful manner.
• Provide administrative logs to the General Manager; and any additional reports as requested. Examples include parking permit logs, phone logs, work order reports, etc.
• Grow in skills and knowledge through assigned training events and courses.
• Prepare courtesy notices and track communications related to noncompliance.
• Prepare hearing packages for manager including printing reports for responses.
• Review and post fines to all corresponding homeowners' accounts.
• Review and process non-compliance reports and letters.
• Ensures timely processing of all non-compliance inspections and reports.

• Assist the General Manager in compiling the support materials for the Board packets.

• Delinquency Report

• Architectural Applications
• Lien Resolutions
• Committee Minutes
• Proposals

• Purchase Card Log/Reconciliation

• Assist the General Manager in preparing the Management Report.

• Upon Manager’s completion of agendas and reports, prepare PDF packets for distribution to directors.
• Prepare draft minutes for General Manager’s review.
• Upload signed minutes to Connect.
• Upon receipt of invoices for Reserve work, prepare Reserve Expense Authorization form for General Manager’s review.
• After General Manager approval, submit packet with REA and invoices for board signatures.
• Provide General Manager approved and signed REA forms for payment processing.
• Upload Committee and Board minutes.
• Daily check form submissions from homeowners and process appropriately.
• Upload Board packets and Newsletter to website.
• Send community e-blasts with current community conditions, Board actions, and updates.
• Ensure website is updated with current information (hours, board/committee members, staff).
• Set up monthly newsletter template in Publisher.
• Seek and insert photos to support editorial content.
• Update standard columns: ARC approvals, contracts in Executive Session, Financial Report.
• Ensure contact and meeting information is accurate.
• Upon publication of monthly newsletter, ensure that adequate lobby copies are printed.
• Maintain mailing list of owners that have requested to have newsletter mailed to them.
• Be thoroughly familiar with the Facility Use Procedures.
• Maintain list of regular groups using the facilities.
• Ensure that these groups complete the Facility Use Form annually.
• Enter association meetings, social events, and private rentals into the clubhouse calendar on www.NepentheHOA.com.
• Ensure that calendar conflicts do not occur.
• Provide oversight to clubhouse and cabana rentals by checking application status weekly.
• Payment for rental is provided timely in accordance with requirement on application.
• Insurance is provided timely in accordance with requirement on application.
• Schedule pre-event walk through outlining cleanliness expectations, discussing lock up, checking that tables and chairs are accessible and providing training on use of audiovisual equipment.
• Inform security patrol of scheduled rentals so that they can check the facility on their patrol to ensure that all doors are properly secured.
• Communicate after the event with the renter to return cleaning deposit as appropriate.
• Communicate clubhouse calendar to staff to ensure smooth operations.
• As feasible, when contacted for service of any type by a resident, check the status of the Resident Information Form (RIF) on file to address any inadequacy before providing response to resident. If not feasible at time of contact, RIF status will be checked as soon as possible.
• Perform an annual audit to ensure that every unit in the community has a current RIF on file and that rental units have a current lease on file.
• Where the audit indicates that there is a deficiency, issue a courtesy notice through Connect to the unit owner indicating the deficiency and the timeline for corrective action.
• Monitor the deficiency through the Violation Module in Connect, follow letter sequence rules and timeline.
• Notify the Manager after second reminder notice has been mailed to the homeowner to discuss possible Hearing Invitation.
• Ensure that all fields in Connect pertaining to Owner, Renter, Resident and Representative are fully and properly completed.
• Maintain homeowner database which includes performing semi-annual audits to ensure that information is up-to-date and complete.
• Process checks for rentals, keycards and event registrations by completing correct transmittals and sending to corporate office.
• Filing, maintaining office supplies, mailing and other customary clerical tasks.
• Assist the General Manager as requested.

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.

• Proficient in English.
• Strong ethical practices.
• Must be able to communicate in a clear and concise manner in written and verbal communications.
• Strong internal/external customer relation skills required with ability to communicate effectively with all levels of management, associates, members and other stakeholders.
• Excellent general math skills.
• Demonstrated organizational and time management skills with the ability to multi-task, implement, and monitor progress for successful completion.
• Ability to work well under pressure in a fast-paced environment meeting deadlines.
• Demonstrates attention to detail.
• Demonstrates awareness of variables which could affect associate retention and/or morale.
• Excellent attendance and punctuality.
• Intermediate knowledge of Microsoft Office applications; including MS Word, Excel, PowerPoint, Outlook, Publisher.Must be able to work independently and as part of a team.
• Demonstrates strong customer service skills and the ability to work and motivate diverse groups of people, including effective communication skills to interact with board of directors, co-worker, supervisor, residents and the general public in order to convey information and to receive work direction.

Education & Experience:

• High School Graduate or equivalent.
• Two (2) year or four (4) year college degree preferable.
• A minimum of one (1) year administrative assistance work, preferably in the public or private recreation.

Physical Requirements and 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.

• Must be able to lift 35 lbs.
• Ability to lift, push and move equipment and furniture.
• Must be able to sit and stand for extended periods of time.
• Outdoor set up work required for events.
• Talking and listening occur continuously in the process of communicating with clients, guests, supervisors, associates, and vendors.
• Must be able to communicate both on the phone and in person in order to resolve issues related to the business.
• Must have finger dexterity for typing/using a keyboard.
• Must be mobile enough to move around the office and during outside events, including walking on uneven surfaces and standing for long periods of time.

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 weekends. Schedule is subject to change based on business needs.

Schedule:

Monday thru Friday: 9AM-6PM

Tools & Equipment Used:

• Must have a valid California driver’s license
• Must have own reliable transportation
• Must have State mandated vehicle insurance
• Office equipment; computers, printers, fax machine, etc.

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.