FirstService Residential is hiring: Office Administrator in Silver Spring

Overview

Job Overview: As a Office Administrator, you will play a key role in supporting the daily operations of the Community Association. This includes providing administrative support, homeowner communications, coordinating with vendors and contractors, and delivering exceptional customer service to residents, board members, and vendors. You will work closely with the management team to ensure the community is well supported, organized, and compliant with Association policies and procedures.

Key Responsibilities

Resident Services & Communication

• Serve as the first point of contact for homeowners and residents on Association matters.
• Provide timely and professional customer service via phone, email, in person, and through the community website/portal.
• Maintain open and professional communication with homeowners, fellow associates, and the Board of Trustees.
• Assist in the preparation and distribution of newsletters, resident alerts, and community-wide announcements.
• Assist with new resident orientations, move-in scheduling, and general homeowner inquiries.
• Log all homeowner interactions in the Connect system (Call Logs, Resident Alerts, etc.).

Administrative Operations

• Prepare and compile monthly management, committee, and board reports.
• Assist with the coordination of board and committee meetings, including the distribution of agendas, minutes, and documentation.
• Monitor and update the community website/portal with contracts, minutes, forms, and relevant Association documents.
• Assist with the maintenance of community information in Connect, including ongoing projects, alerts, and internal updates.
• Support the Community Manager and maintenance team with operational tasks and updates.
• Perform general administrative tasks such as filing, copying, scanning, mail processing, and document management.
• Handle sensitive and confidential information with discretion.

Activities Committee Support

• Serve as the primary administrative liaison for the Activities Committee.
• Attend all monthly Activities Committee meetings and provide administrative support, including the preparation of meeting packages and minutes.
• Attend and support the majority of Activities Committee events, at a minimum, one event per month.
• Coordinate with vendors and contractors for events, ensuring logistics and timelines are executed efficiently.
• Provide regular event and planning updates to the Assistant General Manager.
• Review and maintain the committees budget and expenses in coordination with management.
• Ensure all event documentation, timelines, and post-event summaries are organized and archived appropriately.

Work Order & Maintenance Coordination

• Log and track work requests in Connect, generating work orders for maintenance staff and/or vendors.
• Update work order logs with status notes and vendor actions.
• Ensure vendors submit signed documentation before closing out work orders.
• Collaborate with maintenance staff to ensure timely resolution of resident issues and community needs.
• Maintain a basic understanding of building systems and components.

Other Duties

• Follow all company policies and procedures.
• Support special projects and community events as needed.
• Perform other responsibilities as may reasonably be assigned or required by management.

Skills & Qualifications

• Minimum of 3 years of administrative experience, preferably in community association management, property management, or a related field.
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities with strong attention to detail.
• Critical thinking, judgment, and decision-making capabilities.
• Proficiency in Microsoft Office Suite, Outlook, Windows, and familiarity with association management software such as Connect.
• Ability to work independently and collaboratively in a dynamic and service-oriented environment.
• Knowledge of community association governing documents, rules, and regulations is preferred.
• Ability to maintain discretion and handle confidential information appropriately.

Physical Requirements / Working Environment

• Ability to sit, stand, walk, bend, and move throughout the workday, including walking the property and climbing stairs when needed.
• Must be able to lift and carry objects weighing up to 3050 lbs occasionally.
• Prolonged periods of computer use and phone communication are required.
• Occasional exposure to varying outdoor environmental conditions.
• Must be able to manage multiple tasks with frequent interruptions and changing priorities.
• Ability to work extended/flexible hours, including evenings, weekends, and holidays, as needed to attend Board meetings and special events.

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, and others. In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation: $26.00 - $28.00 per hour

Disclaimer Statement: The above information on 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.

Seniority level: Entry level

Employment type: Full-time

Job function: Administrative

Note: This refined description focuses on the core responsibilities, qualifications, and terms of the Office Administrator role at FirstService Residential and removes unrelated boilerplate and navigation prompts.