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Office Coordinator

Company: FirstService Residential
Location: Havre De Grace
Posted on: May 27, 2023

Job Description:

Position Description


Working under the direction of the Assistant Executive Director, theCustomer Service Coordinatoris responsible for ensuring all member data is accurate and correctly entered in the software used throughout the community for registration and assessments. The CSC is the first point of contact for new members and is responsible for personal and community-wide orientations.. The Coordinator is the direct contact for resale closings including determination of fees and assessmentsowed at closing.TheCSC maintains the standard operating procedures for the customer services desks. Additionally,the CSCprovidessupervisory assistance to Customer Service Team in relation to problem solving, scheduling issues,andcustomer service andplays an integral role intrainingand oversight of new team members. The preferred candidate will possess excellent verbal and written skills, strong leadership abilities and experience that demonstrate the aptitude to work independently.


  • Manageand ensure accuracy ofmembership databaseinNorthstarforthecommunity, includingType, Status,move in/out, deaths and change of contact information
  • Manage membership needs of new residents including membership entry into database, issuance of new activity cardand other duties necessary to complete membershipstatus
  • Meet with new residents upon move in to community and provide general orientation and customer service to acclimate resident(s) to the community
    • Coordinate all aspects of new resident group orientations including but not limitedto; room reservation and set up, attendee list and invitation distribution, agenda prep for distribution to managers and BOD in advance of orientation, refreshment provisions, guest sign in on day of event, assist in clean up upon conclusion of meeting
    • Manage lease agreements, monitoring expiration dates and inactivating and re-activating activity cards as necessary for renters in community
    • Analyze assessmentbalances inNorthstarfor amounts owed or refunded at resale closingandenter data inHomeWisefor resale closing documents.Answer questions from attorneys and title companies relative to documents, i.e.resale fees, assessment balances, etc.
    • Receive and process all post-closing documents, including resale transfer fees and prepaid assessments, to ensuretheyare correct andin order and work closely with finance to resolve any discrepancies
    • Serve as resource forNorthstarprocedures and processes in Membership, POA and Reservation/RPOS modules
      • Provide support to the Assistant Executive Director with relation to Customer Service Desk, including hiring, scheduling conflicts, training and customer service resolution issues
      • Provide oversight and training to all new customer service associates.
      • Provide back-up coverage for Customer Service Desk when necessary
      • Notary Public services for community as schedule allows.



        • Associates Degree in Administration or Business,or high school diploma with minimum of three years related customer service experience.


          • Professional demeanor andStrong organizational skills
          • Excellent customer service and communication skillsand upbeat attitude
          • Abilityto take ownership of assignments and work independently
          • Proficiency in Microsoft Office andSolid computer skills
          • Strong written and verbal communication skills
            • Flexibility and willingness to handle a variety of tasks, able to multi-task
            • Detail oriented
            • Understanding of basic business accounting
            • Self-motivated: demonstrates interest in taking initiative, anticipating needs, carrying projects through completion with minimal direction, and working with a high degree of accuracy, sometimes urgency,and confidentiality

              This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with theposition. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the jobdescriptionascircumstances change or as needed.

              Ihave read this Job Descriptionand certify that I can perform all essential job functions without a significant risktothe health orto thesafety of myself or others.

Keywords: FirstService Residential, Baltimore , Office Coordinator, Administration, Clerical , Havre De Grace, Maryland

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