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Admin - Boca Raton job

FirstService Residential jobs




Company Description

FirstService Residential is a provider of residential property management services. It oversees more than 7,000 residential and commercial associations across 21 US states and three Canadian provinces. It provides a wide variety of essential property services, from concierge through maintenance to security and more.The managed communities include condominiums and cooperatives, single-family homes, and rental and commercial properties. Career areas with the company include community services, community management, and corporate. Working for FirstService Residential, you will find opportunities for moving up the ladder, or across the continent. As a full-time associate, you will be offered a variety of benefits and perks to promote the wellbeing of you and your family.

Job Description

Position Description

Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you may be a good fit for FirstService Residential, North America's foremost property management firm. 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, we think you should get to know us.


This position provides a wide variety of administrative and staff support services. Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.


Coordinates collection and preparation of operating reports, such as time-and-attendance records, terminations and new hires.

Ensures that the telephone is answered properly and messages are handled courteously, accurately and in a timely manner.

Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for

Manager's review and approval.

Maintains, updates, and coordinates resident information in computer database at a minimum on a monthly basis.

Generates and provides this information to the Property Manager, Board of Directors and valet desk.

Maintains roster of mailroom boxes.

Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.

Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.

Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.

Prepares move-in packages for re-sale and leases. Creates files, compiles sand coordinates all necessary information and documentation for new owners/leases.

Sets up meetings for Board Approval process.

Keeps packages updated with new memos and policies as required.

Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).

Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.

As applicable, disburses laundry tokens, keep log of sales. Prepares deposit of receipts weekly. Order tokens and prepare packets. Keeps track of token inventory for re-ordering.

Maintains inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. Maintains log for sales and cash purchases as needed.

Follows safety procedures and maintains a safe work environment.

Other duties as required.



Associates degree with concentration in business preferred, or equivalent combination of education and experience.


Must possess strong administrative background.

Three (3) to Five (5) plus years of related work experience.

Strong working knowledge of customer service principles and practices.

Excellent interpersonal, office management and communications skills.

Self-starter with excellent communication, interpersonal and customer service and telephone skills.

Computer Literacy:

Intermediate proficiency in Microsoft Windows software.

Intermediate proficiency in

Ability to prioritize work with minimum supervision.

Sp ec ial Requirements:

Physical demands include ability to lift up to 50 lbs.

Standing, sitting, walking and occasional climbing.

Required to work at a personal computer for extended periods of time.

Talking on the phone for extended periods of time.

Ability to detect auditory and/or visual emergency alarms.

Ability to work extended/flexible hours, weekend, and attend Board meetings as required.

Driving when necessary.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

D ISCLAIMER: T h i s 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.

Estimated annual salary


  • Review financial statements, sales or activity reports, or other performance data to measure productivity or goal achievement or to identify areas needing cost reduction or program improvement.
  • Direct and coordinate activities of businesses or departments concerned with the production, pricing, sales, or distribution of products.
  • Direct administrative activities directly related to making products or providing services.
  • Prepare staff work schedules and assign specific duties.


  • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • Active ListeningGiving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • SpeakingTalking to others to convey information effectively.


  • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Economics and AccountingKnowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
  • Sales and MarketingKnowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.

FirstService Residential


Company - Private




$500M to $1B


Boca Raton, FL, and others


Real Estate/Property Mgmt




Chuck M. Fallon

Job Filters

Pool AttendantFirstService ResidentialPanama City Beach, FL
FirstService Residential - Panama City Beach [Service Attendant / Customer Service] As a Pool Attendant at FirstService Residential, you'll: Oversee pool area (adult/children) and make safety announcements; Assist with setup and breakdown for poolside...Read more
Accounts Payable ClerkFirstService ResidentialLas Vegas, NV
FirstService Residential - Las Vegas [Accounting Payable Clerk] As an Accounts Payable Clerk at FirstService Residential, you'll: Drive customer satisfaction through prompt, customer friendly maintenance of accounts; Operate within GAAP and FirstService...Read more
Front Desk AttendantFirstService ResidentialMiami, FL
FirstService Residential - Miami [Guest Service / Concierge] As a Front Desk Attendant at FirstService Residential, you'll: Assist in vacation, sick time, leave of absence, and last minute shift assistance coverage; Follow the Company dress code policy...Read more
Overnight Front Desk ConciergeFirstService ResidentialFairfax, VA
FirstService Residential - Fairfax [Guest Service / Front Desk Agent] As a Front Desk Concierge at FirstService Residential, you'll: Meet and greet residents; Check guests and service providers in/out; Demonstrate excellent customer service, communication...Read more
Maintenance AssistantFirstService ResidentialCharleston, SC
FirstService Residential - 787 Daniel Ellis Drive [Building Maintenance] As a Maintenance Assistant at FirstService Residential, you'll: Routinely walk floors including roof checking for problems and lights out and report back to supervisors; Ensure all...Read more

Closed Job Filters

Account Services RepresentativeFirstService ResidentialDallas, TX
Position Description Position SummaryThe Account Services Representative responsibilities include, but not limited to, invoicing, running reports, compiling month-end data, checking customerRead more
Assistant General ManagerFirstService ResidentialAustin, TX
Full Time - Regular Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lastingRead more
GroundskeeperFirstService ResidentialAventura, FL
POSITION SUMMARY: Members of the maintenance team ensure that all mechanical systems and equipment are operational and properly maintained and all common areas are maintained in a clean aestheticallyRead more
Porter/JanitorFirstService ResidentialPlaya Vista, CA
Do you aim high? Are you genuinely helpful? Are you looking for a place where you can make a difference, receive ongoing support and training, and build a rewarding, long-lasting career? Then you mayRead more
security officerFirstService ResidentialFort Lauderdale, FL
POSITION SUMMARY: Security ensures the highest possible level of service is being offered to residents, guests, and service providers. Security is responsible for meeting, greeting, and registeringRead more
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