Operations Coordinator

$41,600 - $41,600/Yr

FirstService Residential - Miami, FL

Full-time - Mid Level

Miami, FL

Real Estate

About the position

The Operations Coordinator at FirstService Residential plays a crucial role in providing administrative support across various functions within the Operations department, including IT, Purchasing, Operations, and Banking. This position is designed to ensure that all operations run smoothly and efficiently, adhering to standard practices and protocols. The Operations Coordinator will be responsible for managing communications, handling mailings and billings, and processing office supplies for all accounts receivable offices. This role requires a proactive approach to assist management in preparing presentations and managing calendars, as well as organizing meetings and events. The coordinator will also provide help desk support to the operations team, ensuring that all members can achieve their goals effectively. In addition to administrative tasks, the Operations Coordinator will prepare reports, conduct research, and compile financial data to support decision-making processes. Attending staff meetings is essential to stay informed about ongoing projects and to ensure that follow-ups on decisions are executed. The role demands a high level of professionalism and ethical conduct, as the coordinator will often handle sensitive information and must maintain confidentiality. The position also requires the ability to adapt to various tasks and projects as assigned by management, ensuring that all operations align with company policies and standard operating procedures. The Operations Coordinator must be detail-oriented, possess strong organizational skills, and be able to multitask effectively. The role involves working under typical office conditions, requiring the ability to sit, stand, and occasionally lift up to 50 lbs. Flexibility in working hours, including the possibility of weekends, is necessary to meet the demands of the job. The coordinator will also be expected to travel occasionally to properties for training and other company functions, making a valid driver's license and reliable transportation essential.

Responsibilities

• Provide administrative support to all members of the Operations department and Management.
• Assist with calls/voicemails, reroute calls to appropriate area, and arrange call backs.
• Handle all mailings and billings and process and track approved office supplies for all A/R offices.
• Compose letters and submit them to Management for signature and approval.
• Assist management in the preparation of presentations as necessary.
• Manage calendars, arrange meetings, and plan and set up conferences and events and prepare materials as necessary.
• Provide Operations Help Desk support.
• Assist all members of the operations team (IT, Purchasing, Operations, Banking) in accomplishing their goals and objectives.
• Prepare reports, correspondence, presentations, and other communication materials.
• Conduct research, prepare reports and financial data.
• Attend staff meetings with operations team and staff to keep well informed, and to ensure follow-up on decisions or actions to be taken by staff.
• Provide administrative support and computer skills for special projects.
• Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• Participate in 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 any range of special projects, tasks and other related duties as assigned.

Requirements

• Associate degree in business or related field from an accredited college or university.
• 2-3 years of administrative experience or equivalent combination of education and experience.
• Excellent customer service skills.
• Strong verbal and written communication skills.
• Detail-oriented with strong organizational and multi-tasking skills.
• Proficiency in Windows and Microsoft Office, including Word, Excel, PowerPoint, Visio, and Outlook.
• Ability to work with sensitive or confidential information.
• Ability to meet deadlines and work well under pressure.
• Ability to work in a team environment as well as independently and be self-driven.
• Critical thinking, problem solving, judgment and decision-making abilities.

Nice-to-haves

• Proficiency in researching the Internet.
• Motivated self-starter.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• 401(k) matching
• Paid holidays
• Time off benefits.