Client Services Coordinator

Company: FirstService
Location: Orlando
Posted on: March 19, 2023

Job Description:

$17 - $19/hour Full Time Monday - Friday 8:00am - 5:00pm POSITION SUMMARY: * Assist in the daily operation of all your assigned associations to include administrative and secretarial duties following established Company procedures and guidelines. To the extent that a community specific need/situation arises that may not be applicable to an established procedure/guidelines, the Administrative Assistant should identify and bring to the attention of your immediate supervisor, with any suggestions, as applicable. * When answering a call take the time to verify and update customer profiles. Messages are to be handled courteously, accurately and in a timely manner. * Assist and coordinate work orders for properties as directed by Community Association Create work orders from the Call Center when customers call administrative assistants directly. * Maintain and update various record logs as applicable, in Continental Connect including but not limited to: sale and lease application, Architectural Modification Forms, key log, bicycle room log, and access information log, gate keys/transponders, etc. * Maintain, update and coordinate resident information in computer database at a minimum on a monthly basis. Generate and provide this information to the Community Manager and/or Board of Directors as needed. * Schedule move-ins/move-outs, as required by the Association. Coordinate with all parties in order to give access information. * Transmit checks to accounting for sale/lease fees, sale of association documents, etc., in a timely basis with the proper form. * Distribute mail for Community Association Manager. * Open all files required for the Association including but not limited to (Correspondence file, Insurance file, Annual Meeting file, etc). * Maintain Association binders. * Purge all association files on an annual basis as required. * Review open calls from the call center and connect and close out all calls daily. * Prepare move-in packages for re-sale and leases. Create files, compile and coordinate all necessary information and documentation for new owners/lessees. Set up meetings for Board Approval process. Keep packages updated with new memos and policies as required. * Prepare any resident information packages that require Board approval, (i.e., Architectural Modification & Sale and Lease Approvals). * Coordinate 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. * Maintain inventory of common areas keys, transmitters and key fobs for residents and re-order as needed following established procedures. * Maintain and update Reservations Book for use of facilities. Transmit information to others involved as necessary. * Maintain Community Information Manuals. * Download voicemail when Community Managers are out on the field. * Enter resident information on gate system for gated communities or report the changes to their respective company. * Responsible for all filing. * Upload Minutes, Safety Meeting Minutes, Management Reports and all other pertinent documentation requested by the Community Manager in Continental Connect. * Maintain Board information and Emergency Contact for Associations in Continental Connect. * Assist in preparation of Management Reports, committee reports, Annual meetings, and Budget meeting notices as applicable and submit for Managers review and approval. * Assist residents in general. * Comply with all deadlines given. * Responsible for distributing faxes as noted on the log located by the fax machine. DISCLAIMER: 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. #LI-TB1

Keywords: FirstService, Orlando , Client Services Coordinator, Other , Orlando, Florida