Division Coordinator

Job Overview:As a Division Coordinator, youll be responsible for being the liaison to the property management division as well as all FirstService Residentials departments and affiliated companies (FirstService Project Management, FirstService Energy).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.Assist executive of the division with administrative tasks such as calendar management, memos, division meetings coordination and prep.Ensure the Best Practices are being followed in an on-going basis by the APMs/PMs and provide assistance in areas when needed.Confirm compliance with company deadlines, mandates, and initiatives by creating and administering databases and/or spreadsheets to track and update.Mentor for the division's PMs/APMs and provides assistance and training in all aspects of the position.Attend all training sessions required by various departments on new systems to be the "go to" contact to assist team members.Ensure all new associates attend training modules and current associates attend one training module quarterly (Best Practice).Schedule meetings upon the leader(s) request by contacting attendees, assisting with preparations, agenda and follow-up on tasks generated at the meeting.Assist in ensuring correct contact information for owners is updated in Connect.Update the intranet with building management changes.Maintain current division assignments and contact information on a spreadsheet or other tracking software and inform Human Resources and Corporate Accounting of all changes.Obtain all checks from the division for FSR fees, complete the check register, and submit to Corporate Accounting monthly.Assist in all property transitions (internal and external) by guaranteeing the required transition check list items have been completed.Submit the applicable Help Desk tickets for associate access to the various systems when required.Register potential building employees via AGoodEmployee for background checks and drug testing.Assist the Vice President and Team Leaders on special projects as needed.Attend quarterly meetings with the Director of Operations & Process Improvement to go over adherence to the Best Practices as well as provide insight to issue/system challenges/process deficiencies, etc.Assist in implementing new processes throughout the division.Preferably Notary Public.Skills & Qualifications:Two (2) to Seven (7) years' experience in New York City residential property management.Bachelor's degree preferred.A high level of energy and a strong bias to service excellence and getting things done with a sense of urgency.Maintains the utmost confidentiality and handle sensitive information with discretion.Possesses personal and professional integrity.Excellent interpersonal skills; can build and maintain effective working relationships. Controlled under pressure, can communicate confidently with all levels in the organization and can juggle conflicting priorities with ease.Able to work independently and be a team player.Well-organized, efficient and has a good sense of priorities.Diligent and motivated.Strong analytical skillsA self-starter who leads by example and who is respected by all levels of associates. Must have superior verbal and written communications skills and proven customer service exposure.Must be extremely organized, consistent, and flexible and adaptable to change.Proven leadership and teamwork skills and attributes.Working knowledge of Microsoft office and Windows environment necessary.Experience with MDS, AvidXchange, ClickPay is a plus.Notary Public preferred.What We Offer:As a full-time 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:$70000 - $80000 / year

Created: 2025-02-23