Job Title: Administrative Assistant – Lifestyle

Reports To: General Manager

Location: Elk Grove, CA

Pay Rate:$16-17/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.

JOB RESPONSIBILITIES

The Administrative Assistant is responsible for the daily activity at the Lodge entrance and front desk. This position assists both General Manager and Lifestyle Manager in the planning, implementation, coordination, and oversight of creative, customized community events, resident engagement activities, and other programs to enhance the lifestyle experience of the residents. In addition, this position will also have administrative duties assisting department managers as directed.

Essential Duties & Responsibilities

• Help coordinate and implement customized community events to create a customized and unique community spirit in assigned communities
• Ensure accurate documentation for all community program plans, vendor contacts, financial, event summary reports, etc., as required in the standardized format that will direct the activities of the community addendum
• Ensure timely and accurate reports to the supervisor, property managers, and the association board of directors
• Assist the Lifestyle Manager in identifying, ensuring, approval, hiring, and overseeing the performance of all vendors for events and programs in accordance with the Community Programs plan, including review of all vendor invoices prior to payment
• Maintenance of a vendor database and development of positive working relationships with all community event vendors
• Assist with accurate data input for the community event calendar and update on a monthly basis for Lodge displays and Community website
• Identify and create resources that may benefit strategic partnerships and sponsors to enhance community events and activities in assigned communities
• Assist in providing content for website updates and monthly news magazines related to events and recreational programs in assigned communities
• Assist in the creation and implementation of promotion strategies to ensure the timely promotion of events and recreational programs
• Works with the Welcoming Committee on providing orientations and welcome visits
• Works effectively with co-workers, clients, and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; being willing to accept other tasks when requested, and respecting the diversity of our workforce in actions, words and deeds
• General administrative functions as needed by General Manager and Board of Directors, i.e., venue changes, posting of flyers for clubs, programs and community announcements, and general notifications to membership
• Apply a pro-active approach to all areas of responsibility and strive for continuous improvement and excellence throughout
• Must deliver messages timely, either verbally or in written form
• Must be able to hear and speak in order to receive telephone calls and interact with clients, as well as take clear messages
• Other items that may be required as part of the position based upon the Board of Directors' requests/FirstService Residential supervisor, or as deemed appropriate
• Must be able to drive to various locations as part of job duties

Additional Duties & Responsibilities

• Public charisma and ability to develop positive relationships
• Organizational and time management skills with the demonstrated ability to multi-task
• Strong ethical practices
• Exercise budgetary knowledge and control for the purpose(s) of executing recreation programs and community events
• Demonstrate a community posture that represents FirstService Residential as a leader in our industry for the vision of collaborative partnerships within the community
• Is pleasant, courteous, and professional manner when working to resolve problems, even when faced with angry or unreasonable individuals
• Ability to think and work independently and as part of a team
• Use of good judgment, critical thinking, and business “savvy”
• Must be proficient with computer programs needed for specific positions, including Connect, Jenark, Microsoft Outlook, Word, Excel, and Canva

Supervisory Responsibility

No supervisory responsibilities associated with this position

Education & Experience

• Must have a minimum of a GED or High School diploma. Some college experience is preferred.
• Minimum of one year of public or private sector recreation community event coordination programming experience
• Demonstrated quality written skills so as to be able to publish appropriate documentation as directed
• Minimum of one-year experience working with Volunteer Boards, Committees, or Commissions
• Proven track record for successful fundraising and/or sponsorships programs

Knowledge, Skills & Proficiencies

• Excellent written and verbal communication
• Proficient in English
• Bilingual Spanish helpful

Tools & Equipment Used

Must possess a valid California driver's license and state-mandated vehicle insurance.

Physical Requirements / Working Environment

PHYSICAL DEMANDS:

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 essential functions.

• Must be able to lift 25lbs.
• Must be able to stand and exert well-paced ability for up to 4 hours in length.
• Must be mobile enough to move around during facility programs or outside events and stand for long periods of time.
• Must have finger dexterity including handle, grasp and lift objects and packages and the ability to type/use a keyboard.

WORK ENVIRONMENT:

The work environment characteristics are normal office conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Consistent and regular attendance is required.
• Based on business needs, evening and weekend work will be required as needed
• Overtime may occur based on business needs.

Travel

N/A

About Us:

FirstService Residential is North America's foremost property management firm. Our dedication, responsiveness and integrity are why thousands of communities across the U.S. and Canada choose FirstService Residential to manage their properties. We have expertise working with complex communities with large budgets and numerous amenities. In addition, we manage commercial associations and mixed-use developments, as well as multi-family and investor-owned rental and REO properties for institutional and private equity clients.

We're all about our associates, and as we continue to grow, we're looking for even more quality people who share our dedication to doing what's right, improving residents' quality of life, building great relationships and truly making a difference for their clients, their colleagues and themselves. Is that you? If so, apply today or join our community and learn more about FirstService Residential.

To learn more about our company and culture, please visit www.fsresidential.com/california

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.