Community Support Specialist, Architectural Modifications

Job Overview:The Community Support Specialist is responsible for providing administrative services to Regional Directors, Association Managers, Boards of Directors, Committees, Homeowners, Vendors, and other related parties as needed and for the daily operations of the organization as directed by the Community Support Services Team Lead.Your 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.Architectural Modifications (Alterations):Pre-Approval Workflow

Engage with homeowners, boards, committees, and internal teams to ensure that residents are able to submit applications for alterations, including collecting deposits and fees, organizing rules and regulations information, tracking and reporting

Approval Workflow

Track approval status, next steps, and coordinate events like image collection, initial inspections, permits, etc.

Ensure approval steps are completed as required by board and committee members

Communicate proactively with homeowners throughout the process

Post-Approval Workflow

Coordinate post-approval steps in the architectural modification workflow including communication notices, scheduling inspections and facilitating deposit returns

Leverage Zendesk, Connect, E-Apply, and other systems in support of the intake, tracking, and workflow management of architectural modifications.Auxiliary Support Services (as required):

Sending out mass mailing and unit-level mailings, electronic correspondence via letters, emails, and phone blasts

Saving & filing electronic records using our system of record, Connect

Update and maintain reports

Support property transition process, including managing property records, and data entry

Upkeep of Connect resident portal and associate data entry as needed

Additional Duties:

Must maintain regular and punctual attendance to required shifts, meetings, trainings, and related employment engagements to support position responsibilities and duties. Any alterations to required schedule must be reviewed and approved, in advance by your supervisor

Practice and adhere to FirstService Residential Global Service Standards.

Conduct business at all times with the highest standards of personal, professional, and ethical conduct.

Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional materials and supplies.

May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.

Ensure all safety precautions are followed while performing the work.

Follow all policies and Standard Operating Procedures as instructed by management.

Perform and range of special projects, tasks, and other related duties as assigned

Skills and Qualifications:

High School diploma or equivalent

Minimum 4 years of administrative experience

Some college and/or job-related education preferred

Background in customer service, property management, and/or real estate

Exceptional written and verbal communication skills

Excellent spelling and proof-reading abilities

Confident with data research and analysis

Ability to prioritize and multi-task

Ability to work independently

Collaborative attitude and team player

Exceptional interpersonal skills

Highly organized and detail-oriented

Consistent professional demeanor

Work efficiently under pressure

Handle change in a positive manner

Open to constructive criticism

Reliable and discrete

Well-versed in computer software programs (Microsoft Word, Excel, Adobe Acrobat X

What We Offer:As a full-time non-exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, life insurance, short term disability, legal, and identity theft. You will also be eligible for company paid life insurance, long term disability, and benefits from our employee assistance program. In addition, you will be eligible for paid time off, paid holidays, and a 401k with company match.Compensation:$24.04 - $28.85 / hour