Office Assistant jobs at Aimbridge Hospitality - 3 jobs

About Us We are a nationally recognized fire protection company that engineers, fabricates, and installs fire sprinkler systems and alarms for structures including commercial buildings, government buildings, healthcare facilities, high-rise condominiums, and mixed-use projects. Job Summary Northstar is seeking a Fire Protection Service Administrative Assistant. This position will provide comprehensive customer service and administrative support for fire protection inspections, customer information management, service and inspection job closure, billing, sales, and office and field personnel #shambaugh #Northstar #LI-DF #LI-Onsite Essential Duties & Responsibilities Manage inspection, billing preparation, information verification and retention processes. Utilize accounting system to retrieve work order numbers. Leverage Building Reports for administrative support tasks. Receive and process customer service request in a professionally and efficiently, gathering all necessary information to dispatch calls to the appropriate personnel. Adhere to the company-endorsed business process and best practices and make recommendations on system/process improvements. Validate technicians debrief information on service tickets and prepared invoices daily/weekly. Complete service request debriefs weekly and submit them to the Billing Specialist within one week of the service date. Assist with payroll processing by approving timesheets and submitting them to payroll. Manage document retention strategy for hard and electronic copies of service acknowledgements, work orders, inspection reports, internal agreements, and customer documentation. Maintain the confidentiality of customer and employer information at all times. Provide other administrative support to office personnel when needed. Perform other duties as assigned. Qualifications Advanced computer skills, including proficiency in Microsoft Office Suite and Windows operating systems. Strong Excel skills, including ability to create and manage complex spreadsheets and tables. Experience with AS400/Trueline accounting system is preferred. Experience with dispatching or scheduling technicians, project managers and other staff preferred. Ability to learn and retain new information quickly and efficiently. Proven ability to multitask and handle multiple different tasks simultaneously. High organized, self-motivated, and results-oriented. Professional communication skills, both written and verbal. Regular and reliable attendance, including the ability to work extended hours and weekends as required Equal Opportunity Employer As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled Notice to Prospective Employees Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.

Full-time Description Keystone Pacific Property Management, LLC is a prestigious property management firm headquartered in Irvine, CA, with regional offices in Idaho and Colorado. Since 1982, we have led the way in providing superior customer care for our clients in planned-unit developments, condos, mixed-use, commercial, new project developments, large scale onsite communities, and master-planned community associations. We have an excellent opportunity for an Administrative Assistant to join our amazing team in an environment with an opportunity for continuous growth and development. For more information, please continue reading below! Summary: The Administrative Assistant prepares evidence and ensures compliance for all community association penalty matters. Provides as the point of contact for all compliance inspections, communications, and preparation of newsletters along with handling the administrative duties within the office. Why Join Keystone? Keystone is a company dedicated to empowering our team members to improve people's lives beyond expectations. We set ourselves apart by providing an excellent level of service to our team members and clients. As a member of our team, your talents will be nurtured, and your contributions will be supported in a value-based environment that fosters the type of professional quality our customers have come to rely upon. We provide an environment for people that nurtures leadership and promotes personal success and rewards those who exceed expectations. We foster a culture of open feedback and continuous growth. We're thrilled to share that Keystone is officially certified as a Great Place to Work! This recognition reflects our commitment to fostering a positive and supportive work environment where everyone can thrive. We invite you to learn more about what makes Keystone special by checking out our certification details here. What We Offer: Competitive pay Work/Life Balance Opportunities for career growth Training and mentorship from successful leaders in the HOA industry Medical, Dental, and Vision Flexible Spending Account Pet Savings Pre-Paid Legal Employer Paid Basic Life/AD&D Insurance Voluntary Life and Short-Term Disability Insurance Free Employee Assistance Program 401(k) Retirement Plan with Company Match Financial and Health/Wellness Education Bereavement and Mandated Leave of Absence Applicable Paid Time Off (PTO) 12 Paid Holidays (Floating Holiday/Half Days/Early office closure before certain major holidays) Requirements Schedule: Monday through Friday, 9:00 am - 5:00 pm Essential Job Duties and Responsibilities: Complete all community site visits for compliance inspections, per contracted terms. Uploads photos of violations. Ensures violation notices reflect the correct CCR article (with Manager oversight). Reviews and signs all compliance communications. Point of contact for member call-in/email communications re: compliance matters. Prepares facts and evidence of all hearings/penalty matters for the manager. Updates reports accordingly for managers. Visit communities with managers semi-annually. Makes recommendations to managers for newsletter articles (i.e. A weed or RV article would be helpful at this association as we are seeing an increase in violations of that type). Scanning and filing of documents. Complete all community site visits for compliance inspections, per contracted terms. Uploads photos of violations. Ensures violation notices reflect the correct CCR article (with Manager oversight). Reviews and signs all compliance communications. Point of contact for member call-in/email communications re: compliance matters. Prepares facts and evidence of all hearings/penalty matters for the manager. Practice and adhere to Keystone's Core Values, Mission, and Vision. Any additional job duties as required by the supervisor. Qualification Requirements: Must have a valid Driver's License and maintain a clean MVR. Must have reliable transportation and the ability to drive to and from communities. 1-2 years of HOA experience recommended. 2-3 years of experience in customer service. Organizational and computer skills. Ability to multitask. Obtain strong attention to detail. Ability to maintain a positive attitude. Excellent interpersonal skills. Strong verbal and written communication. Verifiable references. Able to pass a background check. Education and/or Experience: High School Diploma or GED required. A bachelor's degree is a plus. Work Environment: The work environment and physical demands described here are representative of those a team member encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. Ability to drive to communities. Ability to sit, stand, and operate business equipment. Typical office environment with low-level noise exposure. We invite you to view our LinkedIn, Instagram, and Facebook to get an inside look at what Keystone is all about! Check out our website at ************* Click on “Careers” and stay connected! Reasonable accommodation will be provided for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system, send an email to ********************** for assistance. Please include a description of your requested accommodation, your name, and contact information. Note: This email address is not for general employment inquiries. Keystone will not respond to inquiries that are not related to the accessibility of the online application system by individuals with disabilities. Keystone Pacific Property Management, LLC is an equal-opportunity employer. All applicants will be subject to a Background and DMV Check. Salary Description $18.00 - $20.00 Hourly