Job Overview:  

 

The Part Time Administrative Assistant ("PTAA") assists the manager(s) in overseeing a portfolio of Commercial Property Owner Association “CPOA” accounts to ensure business is executed in a timely and accurate manner in accordance with the Association governing documents, MarWest policies and procedures, California Civil Code and other applicable regulations. A successful PTAA is a self-accountable, well-organized, proactive person who takes pride in their administrative support and works with their leader to ensure the properties within their portfolio are professionally managed. The PTAA will work to establish relationships with vendors, colleagues and owner clients. The PTAA "owns" certain operational aspects to ensure compliance and reduce liability.  The PTAA is responsible for understanding and meeting leader’s expectations related to support on their portfolio. The PTAA must remain service-oriented, accessible and accountable.  

 

MarWest Commercial, a division of FirstService Residential, specializes in the formation & management of commercial property owners Associations. With more than 360 commercial office, industrial, medical office, and mixed-use properties under management throughout the United States, MarWest is known as the industry leader.  

 

Compensation: $20-25/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 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. 

Quickly gain a working knowledge of MarWest systems and networks (including VIVE, Avid, Jenark, OneDrive/SharePoint, Teams, Google Docs, etc.) as trained by Manager and assimilate standard operating policies and procedures. Follow up with vendors for maintenance and repair items noted by Manager from physical property inspections. Correspondence with owner to include requests for maintenance, assessment statements, compliance, contact updates, and violations. Prepare Special Charges Forms for owner bill-back for services performed. Download reports from Jenark to update contact lists, prepare special charge forms, and follow up in conjunction with accounting for owners who are not current on their assessments.  Prepare correspondence to the city for graffiti removal and to advise regarding homeless encampment and excessive trash.  Prepare email notifications to all owners for property maintenance items affecting all owners-window washing, FLS inspections, capital work, etc. Prepare Scopes of Work (SOW’s), email to vendor requesting schedule, upload to VIVE, and email scheduled work to Owners.  Assist manager with gathering and reviewing detailed bids from vendors as needed and follow up with vendors for reports once work is completed.  Work with manager and vendors to schedule annual items such as FLS inspections, roof maintenance and tree trimming, and send email notifications to all owners. Draft memos, meeting minutes or other communication to clients as directed. Assess and monitor properties; identify opportunities for improved communication or service delivery methods. May be required to drive to property locations, in the event of a property emergency.   Ability to learn, understand and implement property governing documents (CC&Rs, By-Laws, & Rules) and ensure requirements are followed. Practice and adhere to Company Global Service Standards. Conduct business at all times with the highest standards of personal, professional and ethical conduct. Ensure all safety precautions are followed while performing the work. Follow all policies and Standard Operating Procedures as instructed by Management. Update all property information such as property profiles, owner contact lists.  Perform any range of special projects, tasks and other related duties as assigned.

 

Skills & Qualifications: 

Excellent Customer Service Skills – specifically in-person and phone communication interface with owners, associates, supervisors, vendors, and clients. Must work effectively with co-workers, owners and others by sharing ideas in a constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name; title or other respectable identifier, and; respecting in the diversity of our workforce in actions, words and deeds. Must be able to perform duties responsibly and promptly in an unsupervised environment. Service oriented mindset, with multi-tasking abilities and flexible, resilient attitude. Strong written and verbal communication skills. Must be an "active" listener who can anticipate issues and drive for mutually satisfactory resolution. Ability to thrive in a fast-paced environment and effectively manage deadlines and competing priorities.  Must provide exceptional customer service when answering telephone and engaging with board members, owners, vendors, co-workers, etc. Must be proactive, resourceful, detail oriented, multitask and work independently. Demonstrates discretion and the ability to maintain confidentiality in handling sensitive information.  Obtain information from callers and inform manager prior to transferring calls to manager or other associate. Exhibits strong business judgement, critical thinking, analytical skills, and excellent reasoning abilities.   Provide accurate information to owners by referring to website or asking questions. Provide backup support to other team members as needed. 

 

Education and Experience:

Undergraduate degree preferred.  California Real Estate License a plus. Must be proficient with Microsoft Office, Word, Outlook, Excel, Teams and familiar with Kofax PDF and Google Docs. Must have experience in using database software. The ideal candidate will possess strong communication skills, a friendly demeanor, and a proactive attitude. Experience in customer service or administrative roles is a plus. 

 

Tools & Equipment Used:

General office equipment  Valid California Driver’s License and State mandated vehicle insurance, and registration.

Physical Requirements & Working Environment:

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.

Part time nonexempt position. Regular schedule is Monday through Friday, starting at 9:00am to early afternoon dependent on company need and workload. Hours over and above 20 per week may occur.  Must be able to lift 25lbs. Must be able to sit for extended periods of time. Must be able to stand for extended periods of time. Must be able to communicate both on the phone and in person with our clients in order to resolve issues and manage the business. Must have finger dexterity for typing/using a keyboard. Must be mobile enough to move around both the office in order to make copies, send mail and faxes and to walk around the property. This could include lengthy walks in uneven areas. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Schedule is subject to change based on business needs.  

What We Offer:

Medical, dental, and vision plans (full time and part time 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 Verizon discount 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:

MarWest Commercial Real Estate Services, a division of FirstService Residential (FSR) transforms the property management landscape alongside FSR by providing professional association management services to over 9,000 commercial and 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 MarWest Commercial Real Estate Services, LLC.

 

To learn more about our company and culture, please visit www.marwestcommercial.com

Disclaimer

The above information in 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. 

 

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. 

 

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.