Project Coordinator

Job Title: Project Coordinator

Location: Irvine, CA (In Office Role)

Salary: $23-$26/hour 

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.

The Company

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 

WHY WORK FOR US? 

At FirstService Residential, we’re all about our associates and are always looking for passionate, dedicated individuals to join our team. We employ people across a range of occupations and offer benefits for both full and part-time employees. 

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 

JOB SUMMARY:  This position is primarily responsible to provide operation and project support to the FirstService Development Advisors (FSDA) team.  In addition this position serves as back-up to the project administrator position.

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

Financial Administration:

1. Prepares all FSDA invoices on a monthly basis. Ensure that each invoice is generated, reviewed and mailed in accordance with Corporate Accounting timelines.  Reviews of all final invoices to ensure accuracy.
2. Troubleshoots on all invoice preparation as requested for all contracts.
3. Partners with Corporate Accounting and FSDA leadership on all necessary contract change orders.
4. Coordinates the billing and invoicing of all consulting time and client reimbursables.
5. Prepares a monthly invoice summary, contract component, value remaining, etc…
6. Coordinates the implementation of the FSDA Collection Policy. This includes report generation, report monitoring, receivable summary to the consultants, client correspondence, corporate accounting correspondence, follow-up, etc.
7. Maintain and update the company database and client list.

Administrative Duties:

1. Responsible for preparing community guidelines and similar materials as needed.
2. FSDA contract administration – prepares requested contracts and cover letters, tracks in FSDA database, coordinates signatures and mailing, preparation of change orders, preparation of weekly contract and change order reports.
3. Maintains client/consultant informational databases as it relates to client service delivery.
4. Proofreads all correspondence asked to distribute.
5. Forwards all mail, special deliveries (i.e. FedEx, UPS or other messenger services), and emergency items as soon as they are received
6. Oversees Consulting phone line and returns phone calls as needed.
7. Oversees Consulting team email, including responding and/or forwarding emails in a timely manner.
8. Coordinates all Team meetings; Coordination includes:

• Scheduling meetings as requested.
• Preparing agendas, topics, attendees, minutes, next steps, sending meeting notifications, following up with meeting reminders, confirming reservation of meeting location, ensuring necessary supplies and equipment are in place, etc

9. Assist Senior Vice President with special assignments such as annual business plan updates.
10. Coordinates, schedules, and executes team birthday and holiday celebrations, including office decoration.

 Business Development Administrative Functions:

1. Assists in the coordination, planning and implementation of all industry related/business development functions.  
2. Assists in the implementation of the FSDA strategic marketing / business development plan.
3. Assists in the creation and distribution of all FSDA generated service proposals.
4. Organizes and monitors a file library for all FSDA client proposals.
5. Maintains client/consultant informational databases as it relates to business development and marketing for potential clients.
6. Trained as a backup for Department of Real Estate (DRE) budget services.

1. Federal Housing Administration/Veterans Administration HOA Applications:
1. Spearheads marketing and outreach initiatives to obtain new contracts.
2. Continually updates client list with prospective clients.
3. Communicates and coordinates with responsible parties to obtain requested information for application.
4. Prepares FHA/VA homeowner association applications and submits to responsible agency.

Corporate and Industry Involvement :

1. Collaborates with FirstService Residential personnel regarding policies and procedures affecting shared data.
2. Collaborates with FSDA and FSR designated team member(s) on the transition of the “pipeline” to FSR.

SUPERVISORY RESPONSIBILITIES:  None

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Must be proficient with Microsoft Office, Word, Excel, Access, Photoshop, Adobe/Graphic Design software, PowerPoint, etc...
2. Must display strong organizational skills
3. Must have great written and verbal communication skills
4. Must have excellent customer service skills
5. Must be able to work well under pressure and deadlines.
6. Must be able to handle and prioritize a variety of multiple tasks
7. Must be able to keep items kept in total confidentiality
8. The employee must have access to and consistent use of a vehicle for transportation to client meetings, industry events, etc.

EDUCATION and/or EXPERIENCE:  

1. High school education.
2. Prior experience as an administrative assistant or similar position.
3. Prior experience in project management.

LANGUAGE SKILLS:

1. Proficient in English.

MATHEMATICAL SKILLS:

1. Good general math skills.

 REASONING ABILITY:

1. Excellent reasoning ability.

CERTIFICATES, LICENSES, REGISTRATIONS: 

Valid California driver’s license and state mandated vehicle insurance

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

1. Must be able to hear in order to receive telephone calls and voice mail messages
2. Must be mobile enough to move around office in order to make copies, send mail and faxes.
3. Must be able to handle multiple tasks.
4. Must be able to sit for long periods of time, keyboarding in front of computer terminal.
5. Must be able to lift 25lbs.
6. Must have finger dexterity for typing/using a keyboard.

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

1. Consistent and regular attendance required.
2. Based on business needs, may require attendance at evening meetings.
3. Overtime may occur from time to 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.

 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:
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.

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. All offers of employment with FirstService Residential are contingent upon a satisfactory background check.