Assistant, Administrative

Description

The Company :

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.

Job Overview :

This position of Project Management Administrator provides a comprehensive range of high-level operations and administrative support to the Project Management department to ensure all aspects of the day-to-day activities operate efficiently and effectively.

Responsibilities for the Project Management Division :

• Provide support and assistance to the Project Management Division, including partnering with Information Technology (IT), Administration, Operations, Human Resources, and more to deliver results.
• Maintain accurate and complete office records, including vendor & department contracts and change orders
• Work directly with escalated customer inquiries and / or complaints.
• Receive and track vendor invoices and pay on accounts within terms of the invoices (monthly).
• Ensure vendors and contractors are compliant (setup in VIVE).
• Tracing project completion percentage, while ensuring proper details and descriptions are shown on the invoices.
• Manage and oversee the Project Management platform or software
• Ensure contracts are developed and fully executed.
• Track overdue invoices and follow up with customers and Community Association Managers to collect payments and settle disputes.
• Coordinating and supporting the team schedules and timely communications.
• Support the team at meetings (notes, action items and follow-ups).
• Attend internal and external meetings as required.

Additional Responsibilities :

Education, Experience, and Requirements :

Physical Requirements and Work Environment :

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.

Travel :

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.

What We Offer :

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.

Disclaimer :

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.