Description
Job Overview
The Senior Community Administrator provides advanced administrative support and coordinates assigned operational processes for Del Sur Community Association. Working under the General Manager’s direction, this position serves as an experienced resource for residents, the Board of Directors, committees, vendors, and the onsite team.
The position is responsible for the accuracy, timeliness, and documented completion of assigned administrative workflows, including architectural applications, compliance tracking, resident requests, meeting preparation, association records, community communications, vendor documentation, and financial administration.
The senior designation reflects the breadth of responsibilities, relevant experience, and ability to complete complex administrative assignments with limited day-to-day direction within established procedures. The General Manager establishes priorities, provides oversight, and retains management authority. This position does not have supervisory authority unless separately assigned and documented.
Hourly Range: $30 -34 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.
This position is nonexempt and eligible for overtime compensation in accordance with applicable law.
Responsibilities
The following responsibilities describe the primary functions of the position. Specific assignments may vary based on community needs. Related duties may be assigned consistent with the position’s scope.
Administrative Coordination and Workflow Accountability
- Coordinate assigned administrative processes from initial receipt through documented completion, maintaining accurate records and timely follow-up.
- Maintain task lists, deadline trackers, and status reports covering architectural applications, compliance matters, resident requests, work orders, vendor documentation, and meeting preparation.
- Review assigned materials for accuracy, completeness, and consistency with established procedures before routing them for approval or distribution.
- Identify missing information, approaching deadlines, recurring administrative issues, and workload conflicts; recommend practical process improvements to the General Manager.
- Serve as a resource to team members on established administrative procedures, recordkeeping practices, and community systems.
- Assist with administrative cross-training and coverage coordination as directed, without responsibility for hiring, discipline, performance evaluations, or other supervisory decisions.
Resident Service and Office Administration
- Respond professionally to telephone calls, emails, voicemails, and in-person inquiries. Document requests, coordinate follow-up, and communicate progress and anticipated response times.
- Address routine resident questions using approved information and established procedures. Refer disputed, sensitive, or unresolved matters to the General Manager.
- Provide front desk service and coordinate coverage with management to support office operations and required meal and rest periods.
- Maintain an organized office, process incoming and outgoing mail, address returned mail, and monitor supplies and equipment needs.
- Maintain resident and account information and process account change forms, fee waiver requests, check requests, and other submissions for appropriate review and approval.
- Configure, issue, and track pool identification cards, key fobs, transponders, and amenity access permissions according to approved procedures.
- Coordinate mailbox lock requests and maintain inventories of keys and access devices.
- Administer amenity reservations and swim lesson scheduling, including resident bookings, instructor schedules, and related communications.
Architectural Review and Compliance Administration
- Coordinate Architectural Review Committee and Design Review Committee applications, landscape modification requests, and variance requests from receipt through decision notification and follow-up.
- Explain established application requirements and approved guidelines to residents without independently interpreting disputed provisions or authorizing exceptions.
- Review submissions for administrative completeness, request missing documents, enter applications into Connect, and track status and applicable deadlines.
- Prepare committee meeting materials, attend assigned meetings, prepare draft minutes, and maintain application records, correspondence, plans, and lot or tract information.
- Conduct scheduled monthly community inspections and additional site reviews as assigned. Document observed conditions, potential violations, and corrective actions using accurate notes, photographs when appropriate, and follow-up records.
- Prepare violation reports and authorized violation notices, hearing correspondence, and Board or committee decision letters in accordance with approved procedures and applicable requirements.
- Track corrective actions, architectural completion notices, and supporting documentation. Escalate disputed or unresolved matters to the General Manager.
- Process approved fines, architectural fees, and other charges after verifying required approvals and supporting documentation.
Board and Committee Support
- Coordinate meeting schedules, notices, draft agendas, reports, Board packets, and supporting materials under the General Manager’s direction.
- Review meeting materials for administrative completeness and follow up on missing information before established deadlines.
- Attend assigned Board, committee, and community meetings; prepare draft minutes, maintain action lists, and follow up on assigned tasks.
- Distribute approved communications and decisions to appropriate recipients as directed.
- Support election administration and related mailings consistent with applicable requirements and the responsibilities of the designated inspector of elections.
- Assist with annual planning, budget mailings, and document coordination for CPA audit or review and tax preparation activities.
- Maintain Board reference materials and assist with community events, special projects, proposals, directories, and meeting logistics.
Community Communications and Records
- Support the Communications Manager by drafting, proofreading, and distributing approved newsletters, bill inserts, notices, letters, and other community communications.
- Update community website information as assigned and approved.
- Maintain organized digital and hard-copy records, including governing documents, resolutions, meeting records, homeowner files, contracts, architectural applications, and compliance records.
- Scan and upload documents to Connect and other approved systems using established filing and records-retention procedures.
- Identify incomplete or inconsistent records and coordinate corrections with the appropriate team member.
- Protect confidential resident, financial, personnel, and association information. Refer records requests and disclosure questions to the General Manager or designated company representative.
- Maintain confidentiality consistent with applicable law. This responsibility does not restrict legally protected discussions or disclosures concerning wages, hours, working conditions, or suspected unlawful conduct.
Financial and Vendor Administration
- Assist with accounts payable, receivables, check requests, payment tracking, and delinquency administration within assigned responsibilities.
- Review financial submissions for required supporting documentation and route items for approval and processing.
- Assist the General Manager with financial reports, budget information, reserve study documentation, and tracking of assigned expenses and vendor activity.
- Create and update work orders in Connect. Coordinate with vendors and the Facility Manager, monitor progress, and document completion or outstanding issues.
- Gather vendor proposals, bids, and supporting information and prepare comparisons for management review.
- Maintain contracts, certificates of insurance, and other vendor documentation. Track expiration dates, request updates, and report missing or expired documents.
- Refer payment disputes, collection decisions, contract commitments, and spending approvals to the appropriate authorized representative.
Accountability and Scope of Authority
- Complete assigned work accurately and within established deadlines, providing regular progress updates to the General Manager.
- Coordinate priorities with the General Manager and promptly identify overdue items, safety concerns, unusual operating issues, and matters requiring management direction.
- Apply established policies and procedures to routine administrative matters. Refer exceptions, disputed interpretations, and decisions outside delegated authority to the General Manager.
- Communicate and implement authorized Board and committee decisions.
- Obtain required approvals before processing architectural decisions, fines, fee waivers, contracts, expenditures, or other matters requiring authorization.
- Maintain regular and reliable attendance consistent with the assigned schedule, approved accommodations, protected leave, and applicable law.
- Follow company policies, safety procedures, and service standards; complete required training; and maintain professional conduct.
- Perform related administrative duties and special projects as assigned within the scope of the position.
Required Qualifications
- High school diploma or equivalent.
- At least four years of progressively responsible administrative experience, including substantial customer service responsibilities and coordination of multiple administrative processes.
- Demonstrated ability to complete detailed assignments, maintain accurate records, and follow matters through to completion.
- Strong written and verbal communication, organization, proofreading, time management, and problem-solving skills.
- Ability to manage competing assignments, track deadlines, and communicate workload priorities and concerns.
- Ability to address resident concerns professionally and refer escalated or disputed matters to management.
- Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, PDF tools, and database systems.
- Ability to learn and use Connect, community management systems, and access control software.
- Ability to complete assigned work with limited day-to-day direction while following established procedures and approval requirements.
- Ability to handle sensitive information appropriately and collaborate with management and other team members.
Preferred Qualifications
- Experience in homeowners association management, property management, real estate, or a related service environment.
- Experience coordinating architectural applications, community inspections, compliance tracking, or Board and committee meetings.
- Experience reviewing administrative work for completeness, improving tracking processes, or assisting with team cross-training.
- Associate’s degree or relevant coursework in business, hospitality, or a related field.
- Bilingual communication skills relevant to the community’s service needs.
Physical Requirements and Work Environment
The position involves office work, resident interaction, and community inspections. The individual must be able to perform the essential functions of the position, with or without reasonable accommodation.
Typical work activities include:
- Using a computer and standard office equipment to prepare correspondence, maintain records, and process information.
- Communicating with residents, vendors, management, and other stakeholders in person, by telephone, and electronically.
- Working at a workstation, with opportunities to change position as tasks permit.
- Moving throughout the office and community to perform inspections, attend meetings, and review assigned matters.
- Working outdoors periodically during community inspections, with exposure to varying weather and walking surfaces.
- Occasionally moving office supplies, files, or materials weighing up to 30 pounds, using assistance or appropriate equipment when needed.
- Traveling to nearby work locations or completing work-related errands as assigned. Transportation arrangements will be evaluated based on the actual assignment and applicable requirements.
- Necessary and reasonable business expenses incurred in performing assigned duties will be reimbursed in accordance with applicable law and company procedures.
Schedule and Timekeeping
The anticipated schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m., including a scheduled 30-minute unpaid, duty-free meal period. Paid rest periods will be provided in accordance with applicable law.
Occasional evening meetings, community events, or additional hours may be required. Schedule adjustments will be communicated as practicable and remain subject to applicable law and approved accommodations.
Associates must accurately record all time worked, including required meetings, work-related communications, and compensable travel. Off-the-clock work is prohibited.
Advance approval is required for overtime under company policy. All hours worked must nevertheless be reported and will be paid, including applicable overtime, regardless of whether advance approval was obtained.
What We Offer:
- Medical, dental, and vision plans (full time and those working 30+ hours)
- Part time 20+ hours qualify for dental and vision
- 401K match
- Time off including vacation, sick, and company paid holidays
- Pet insurance available
- Tuition reimbursement
- Legal services
- Free emotional wellbeing and daily life assistance support for all associates
- Domestic partner coverage
- Health savings account
- Flexible spending account
About Us:
FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada.
Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top-tier medical, dental, and retirement benefits, career training, and support for continued professional development.
Experience exceptional service with a fulfilling career in property management with FirstService Residential.
To learn more about our company and culture, please visit www.fsresidential.com/california
Disclaimer:
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. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.
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
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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.