Forms Administrator

Description

Job Description

Reporting to the Accounts Receivable Supervisor, The main responsibility of the Resale Documents Administrator is to assist in processing and administrating Resale Documents under the Condominium Property Act, inclusive of handling external inquiries and following up with internal departments.

Essential Duties & 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 to every duty. The Resale Documents Administrator will be a highly motivated self-starter who will be responsible for ensuring the efficient operation of the Sales Documents department by:

• Process high volume of document requests from realtors, owners and lawyers

• Compile and enter customer data in various applications (Welcomelink, Connect, CamAcct)

• Ensure all documents are uploaded to the Welcomelink system are up-to-date and following up with key departments (admin, Community Manager etc.) regarding any missing documents such as insurance summaries, budgets, warranties, etc.

• Entering new owner accounts in Connect and CamAcct according to the lawyer’s Resale Documents request, including inputting condominium fees and parking/locker information into the buyer’s account to facilitate accurate billing by Accounts Receivable (AR).

• Prepare, review and follow up on lawyer undertakings for Resale Documents requests

• Gather required documents requested and as required by legislation

• Track and ensure delivery deadlines are met

• Scan and upload form packages per delivery timeline

• Handle inquiries from realtors, owners and lawyers via phone and email

• Follow up on outstanding information relating to forms process

• Help Supervisor in creating SOP’s and How-to-Guide of current processes

• Assist various departments as required

Additional Duties & Responsibilities

• Practice and adhere to FirstService Residential Global Service Standards.

• Conduct business at all times with the highest standards of personal, professional and ethical conduct.

• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problem s and the need for additional material and supplies.

• May participate in any variety of 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.

• Displaying Confidentiality, Respect and Loyalty.

• Must show discretion and not participate in conversation of a personal or inflammatory nature, particularly when communicating with Community Managers or coworkers

Education & Experience

• Be able to communicate clearly with both internal and external contacts

• Have a proven combination of attention to detail with speed and efficiency

• Be highly organized

• Have a high level of skill with technology

• Proficiency in English; multilingual is an asset

Knowledge, Skills & Proficiencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

• Being able to maintain cordial and professional relationships with internal and external contacts
• Excellent communication skills
• High level of accuracy and numeric typing speed
• Exhibit excellent interpersonal skills
• Excellent Proficiency in Microsoft Excel, Word and Outlook
• Previous Customer Service and/or Clerical experience preferred

Tools & Equipment used

• Computer
• General Office Equipment

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.

• Phone and face-to-face communication;
• Walking, standing, crouching;
• Use of a computer.

Disclaimer

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.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.