Office Coordinator

Description

This position requires a strong background in office operations, computer skills and customer service, and will provide strong support to the Operations Manager and property management team.

Essential Duties: The job duties listed are typical examples of the work performed by positions in this job classification. Not all duties assigned to every position are included, nor is it expected that all positions will be assigned every duty.

• Receive and direct incoming calls for the St. Petersburg Regional Office.
• Greet visitors and clients upon their arrival.
• Receive, sort, and distribute all incoming mail daily.
• Process all outgoing mail daily.
• Process all incoming packages and prepare outgoing packages, including weekly courier deliveries.
• Maintain record of all outgoing and incoming courtier packages.
• Scanning and upload of various documents.
• Order office supplies.
• Order associate supplies including business cards, name tags, uniforms and ID badges.
• Maintain professional appearance in all office common areas including, but not limited to reception area, conference rooms, copier and postage workstations, hallways, and breakroom.
• Build and maintain working relationship with office and field associates.
• Support Operations Manager in maintaining all office operations and assisting with the following:
• Preparation of all meetings and events.
• • Working with IT to coordinate updates, upgrades, repairs, etc.
  • Coordinating office repairs and maintenance.
  • Compliance tracking.
  • Property transitions.
  
  
  Additional Duties:
  
  • Practice and adhere to FirstService Residential Global Service Standards.
  • Conduct business at all times with the highest standards of personal, professional and ethical conduct.
  • Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
  • May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
  • Ensure all safety precautions are followed while performing the work.
  • Follow all policies and Standard Operating Procedures as instructed by Management.
  • Perform any range of special projects, tasks and other related duties as assigned.

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.

• Requires a minimum of two (2) years general administrative experience.
• Effective written and communication skills.
• Strong customer service skills.
• Interpersonal skills.
• Strong attention to detail.
• Proficiency in Microsoft applications.
• Ability to multi-task.
• Ability to work earlier or later than scheduled shift time to time to assist in the preparation of a meeting, event, or to assist in completion of a project.

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.

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

• Ability to lift 20 – 30 lbs.
• Work in an upright standing or sitting position for long periods of time
• Handle, finger, grasp and lift objects and packages
• Reach with hands and arms
• Communicate, receive and exchange ideas and information by means of the spoken and written word
• Ability to quickly and easily navigate the property/building as required to meet the job functions
• Complete all required forms.
• Ability to work extended hours and weekends based on project requirements.
• Ability to respond to emergencies on a timely manner.

Some travel may be required for meetings

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.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.