Property Administrator

Description

Job Overview:

A Property Administrator supports a team of community management staff through timely completion of assigned administrative and project duties. A Property Administrator generates reports, processes architectural applications, issues work orders, and handles client phone calls daily. Additionally, the Property Administrator will serve as the point of contact assisting with the everyday questions and needs of homeowners, primarily specific to violation and architectural application questions and processing.

This person will serve as Architectural Review Committee liaison, assist with compliance issues, attend scheduled Committee meetings and perform various administrative duties to support the community and community management team(s) as assigned.

Compensation: $22-23.50/hour

First Service 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:

* Interacts and follows up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association.

* Interacts and follows up with architectural consultants regarding architectural issues of the association.

* Maintains accurate and complete records as required to implement the Architectural Program properly and effectively. This includes homeowner computer files, violation reports and correspondence, hearing correspondence, plan submittals (pending, approved, and denied), homeowner correspondence, tract maps noting status of each lot, etc.

* Take client calls, manage work order process, interact with vendors, and resolve client matters. Handle questions or calls from board members, homeowners and vendors or refer to the appropriate staff member for assistance.

* Update and produce requested reports for board packets in a clean, orderly, and professional fashion within timeline provided by GM/AGM and/or Supervisor.

* Provide "Buddy System" backup for assigned buddy during absences.

* Maintain, and update accurate back-up binder.

* Consistent use and maintenance of Connect and Smartwebs, including, but not limited to;
Violation, Work Order, Architectural, Task, and Calendar modules, Property Call Log, "Info Center", and Community Profile as needed.

* Coordinate with Supervisor to prepare monthly Outlook calendars for deadlines, reports, processes, and standing meetings.

* Coordinate all meeting logistics as required.

* Manage, and process homeowner architectural submission fees.

* Organize and maintain all homeowner and administrative files and perform annual association file cleanout in accordance with company standardized document retention policy, or at the direction of the GM.

* Maintain and upload documents to Smartwebs/ADRC/Connect as requested by GM, or Supervisor per company policy.

* Assist GM in all administrative duties, including, but not limited to; scanning, copying, and emailing of documents as a backup to the Administrative Staff where assistance is deemed necessary by Supervisor.

* Maintain an organized workspace according to company procedures.

* Greet walk-in clients as appropriate.

* Manage client meetings, site visits, meeting follow-up, violation communication and overall processes as assigned.

* Organization and maintenance of all homeowners architectural and landscape plans in an orderly fashion.

* Maintain awareness of Architectural/Design Review Guidelines and other Governing Documents that are related to DRC activities, take minutes during DRC meetings, and prepare responses to applications for residents.

* Consistent use and maintenance of information in Connect, Tasks and other First Service database programs as assigned.

* Perform site reviews and related correspondence and follow-up as assigned.

* Must have reliable transportation and be able to drive to other work locations, perform site reviews, pick up supplies, etc.

* Coordinate Design Review Committee Architecture or Landscape Modification Application process, collect application forms and supporting documents, enter data in Connect, and prepare material for DRC consideration.

* Interacts and follows up with all Board and/or Committee members and homeowners regarding architectural and/or enforcement issues of the association when necessary.

* Prepares for and attends all Architectural/Design Review Committee meetings and Covenant/ERC Committee meetings as designated by association requirements

* Maintenance of accurate and complete records as required to implement the Enforcement and Architectural Programs properly and effectively. This includes homeowner computer files, violation reports and correspondence, hearing correspondence, plan submittals…