<p>Description</p> <p>The Company:</p> <p>As the leading residential property management company in North America, we work hard to help communities thrive. Our dedication, responsiveness and integrity are why thousands of communities across the U.S. and Canada choose FirstService Residential to manage their properties.</p> <p>Job Overview:</p> <p>This position of Administration Coordinator provides a comprehensive range of high-level operations and administrative support to the Senior Vice President, Missouri/Kansas and the Project Management department to ensure all aspects of the day-to-day activities operate efficiently and effectively.</p> <p>Job Responsibilities for Market Senior Vice President:</p> <ul> <li>Provide administrative support to the Market Senior Vice President including but not limited to creating documents and reports; preparing correspondence and contracts; coordinating scheduling and calendars; and taking notes when required. </li><li>Follow-up and work closely with the Senior Vice President and Executive Team to meet deadlines and manage priorities. </li><li>Identify, report, and resolve all general maintenance and facility issues; proactively communicates general office issues to the appropriate leader(s). </li><li>Monthly / Annual Client Bill Backs. </li><li>Review google reviews and forward any that may need addressed to the Vice President, Community Association Management. </li><li>Safety Committee - facilitates meetings - Emergency Preparedness. </li><li>Print associate Business Cards. </li><li>ProPrint Invoicing - submit bill backs. </li><li>CAI membership tracking & applications. </li><li>ELT projects as directed by market Senior Vice President, Missouri/Kansas. </li><li>Special project assigned by the Senior Vice President, Missouri/Kansas (Board Forum, All Associate Meeting). </li></ul> <p>Responsibilities for the Project Management Division:</p> <ul> <li>Provide support and assistance to the Project Management Division, including partnering with Information Technology (IT), Administration, Operations, Human Resources, and more to deliver results. </li><li>Maintain accurate and complete office records. </li><li>Work directly with escalated customer inquiries and/or complaints. </li><li>Receive and track vendor invoices and pay on accounts within terms of the invoices (monthly). </li><li>Ensure vendors and contractors are compliant (setup in VIVE). </li><li>Tracing project completion percentage, while ensuring proper details and descriptions are shown on the invoices. </li><li>Manage and oversee the Project Management platform or software. </li><li>Ensure contracts are developed and fully executed. </li><li>Track overdue invoices and follow up with customers and Community Association Managers to collect payments and settle disputes. </li><li>Coordinating and supporting the team schedules and timely communications. </li><li>Support the team at meetings (notes, action items and follow-ups). </li><li>Attend internal and external meetings as required. </li></ul> <p>Additional Responsibilities:</p> <ul> <li>Demonstrates a routine and effective ability to adjust to changing circumstances. </li><li>Listens attentively to questions and comments. </li><li>Communicates in a professional and composed demeanor under all circumstances. </li><li>Displays exceptional ability to analyze manage with a variety of situations and anticipates potential problems. </li><li>Maintains a professional relationship with BOD, unit owners and vendors. </li><li>Encourages staff to behave in a professional manner and comply with the company's safety standards. </li><li>Motivates others to work as a team. </li><li>Responds to questions accurately when asked and possesses good communication and composition skills. </li><li>Observes all safety standards and participates in the company's efforts to provide a safe work environment. </li></ul> <p>Education, Experience, and Requirements:</p> <ul> <li>Bachelor's degree (B.A. or B.S.) in Business or related field from a four-year college or university, or equivalent combination of education and experience. </li><li>Strong interpersonal skills. </li><li>Strong working knowledge of customer service principles and practices. </li><li>Ability to read, analyze, and interpret technical procedures, leases, regulations or documents with a similar degree of complexity. </li><li>Proficiency and working knowledge of Microsoft Office applications. </li><li>Possess a valid driver's license and insurance; and must not have a record of a revoked or suspended license as determined upon review of the motor vehicle driving report or record in accordance with applicable law. </li></ul> <p>Physical Requirements and Work Environment:</p> <ul> <li>Physical demands include the ability to lift 50 lbs.; standing, sitting, walking and occasional climbing. </li><li>The employee is required to work at a personal computer for extended periods of time as well as talking on the phone for extended periods of time. </li><li>Ability to detect auditory and/or visual emergency alarms. </li><li>Ability to operate a motor vehicle. </li></ul> <p>The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation 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 some weekends. Schedule is subject to change based on business needs.</p> <p>Compensation:</p> <p>Hourly $24.50 - $26.50</p> <p>Travel:</p> <p>Within the Kansas City metropolitan area. Must possess a valid driver's license and insurance and must not have a record of a revoked or suspended license as determined upon review of the motor vehicle driving report or record in accordance with applicable law.</p> <p>What We Offer:</p> <p>Full-time, non-exempt associates working 35 - 40 hours per week, will be eligible for full-time benefits to include your choice of dental, vision, and more. All full-time associates are eligible for paid holidays and the 401k with a company match.</p> <p>Disclaimer:</p> <p>The above information on 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.</p>