Job Overview:

We are seeking a Project Administrator that is highly organized and detail-oriented to join our FirstService Development Advisors team and support the administrative, operational, and marketing efforts of the leadership and team. The ideal candidate will have an understanding of project management methodologies and be able to support administration functions, including marketing research, event planning, project management, document management, presentation and proposal development, and scheduling. The Project Administrator will also need to be able to assist with creating project communications and updates, communicate directly with clients and internal regional teams, and coordinate large-scale events and sponsorship activities. A successful candidate will possess excellent communication and organizational skills and have the ability to work independently.

Compensation:  $24.00 to $26.00 per 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. The base pay range is subject to change and may be modified in the future.

 

Job Responsibilities: 

Assists with general administrative functions supporting FSDA leadership. Contributes to and supports project goals through performance of specified tasks and processes. Coordinate and help maximize involvement and sponsorship of industry events, including travel arrangements, event planning and execution, and sponsorship opportunities. Occasional travel to industry events to coordinate efforts onsite. Assist in conducting market research to identify prospective client and development project data on targeted pursuits, and support business development and marketing efforts by providing insights that can be used to improve strategic marketing plans. Preliminary management of leads generated by marketing team and other internal/external referral sources. Ensure optimal utilization and accuracy of CRM platform and all data. Create project updates and communications for internal and external stakeholders. Collaborate with the marketing team to align strategies, gather insights, and support the creation of marketing materials and campaigns. Assist in preparing unique client presentations, proposals, and RFP/RFI responses. Process and maintain project related documentation, such as agreements, contracts, purchase orders, and work authorizations. Create and manage project plans, timelines, budgets, and ensure deadlines are met. Participate in preparation of reports of due diligence reviews and project evaluations. Assists in project close-out procedures. Perform related assignments, as required, in the daily operation of the group. Develop and implement process improvements and best practices. Coordinate and schedule meetings, calls, and appointments, ensuring proper communication across all parties Manage and update project-related calendars, schedules, and to-do lists Track and report on project, marketing and event expenses and ensure adherence to budgets Ensure smooth execution of projects by anticipating needs, resolving issues, and facilitating communication between all parties involved. Collaborate with the Project Coordinator on client invoicing, collection, and other project-related tasks as needed.

Skills & Qualifications:

Highly organized. Excellent communication and problem-solving skills. A background in marketing research and event planning. Strong technology skills. Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) or equivalent Ability to multitask and prioritize work in a fast-paced environment Experience in market research and data analysis (preferred) Prior experience in event coordination and scheduling (preferred) Ability to work independently and as part of a team Flexible and adaptable to changing project needs

Education and Experience:

 

Associate or bachelor’s degree in marketing, Business Administration, Communications, or related field - preferred but not required Minimum one year of related experience preferred in project administration and management Knowledge of project management tools and templates Strong organizational and administrative support skills with understanding of project management tools. Able to develop client relations, client management, and consultation skills. Strong organizational skills with high attention to detail. Skilled in oral and written communication Valid California driver’s license and state mandated insurance.

Physical Requirements & Working Environment:

 

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

Must be able to lift 50 lbs. Must have finger dexterity for typing/using a keyboard. Work is performed in a variety of environmental conditions, with exposure to outdoor temperatures, weather variations, traffic and equipment noise, equipment vibrations, vehicle and/or chemical fumes, chemicals such as cleaning solvents and grease, machinery and their moving parts and dust. Work duties may require the ability to stand or walk on hard surfaces for frequent and prolonged periods of time. Must be able to respond to requests and communicate to staff, coworkers, clients, and vendors. Consistent and regular attendance required. Some exposure to dust and noise. Some heavy lifting, standing, climbing. 

Hours over and above normal office hours will occur, including evenings, holidays, and some weekends. Schedule is subject to change based on business needs.

Tools & Equipment Used:

Computers and general office equipment. Tools and software common to project management, marketing and business development

Travel:

Occasional travel throughout our operational areas and regions in the US, including travel to industry events, company meetings and client meetings.

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.

Experience exceptional service with a fulfilling career in property management with FirstService Residential.

To learn more about our company and culture, please visit www.fsresidential.com/california

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, as well as applicable local ordinances.

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