Team Lead Alberta - Administrative Services (Calgary)

Description

The Team Lead, Administrative Services is responsible for the management and oversight of a team of Community Support Services (CSS) associates. The role directly supports the company mission, objectives and goals, and is responsible for executing and upholding our processes, changes, etc.

The Team

Lead will work out of the Calgary office but will be required to attend both offices in Alberta, the Calgary office and Edmonton office.

Responsibilities

• Provide effective administrative support to Community Managers by creating a variety of documents using proscribed procedures and templates.
• Thoroughly proofread documents, correct clerical errors and suggest editorial changes.
• Save and distribute documents as needed.
• Accurately update relevant databases and directories.
• Complete or assist in large, complex or sensitive projects.
• Ensure that the Administration Department operates efficiently by meeting regulatory deadlines.
• Communicate with Condo Managers to resolve challenges, errors and concerns.
• Communicate with and provide feedback to stakeholders, such as CSS leadership, the Operations team and Executive Leadership as needed.
• Oversee a team of CSS associates.
• Create, implement & improve CSS processes.
• Approve administrative associate timecards and time off requests.
• Complete CSS tickets as time permits.
• Participate in the selection process for new associates, including interviewing & hiring.
• Performance manage associates in line with company policies.
• Implement training & auditing of new processes as it relates to the team.
• Conduct team performance reviews.
• Provide continued feedback on the admin department and processes.
• Practice and adhere to FirstService Residential Global Service Standards.
• Perform or assist with any operations as required to maintain workflow and to meet schedules.
• Notify supervision of unusual equipment or operating problems and the need for additional materials 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.
• Must be able to travel to Edmonton periodically.

Supervisory Responsibilities

• Supervise RSS team.
• Review and approve time‑off requests.
• Assign, monitor, and manage tasks and responsibilities.
• Evaluate performance on a regular basis using PowerBI dashboards and other performance reporting tools.
• Review NPS weekly and monthly in conjunction with the RSS Manager.
• Assist in recruiting, interviewing, hiring, and training members of the team.
• Provide coaching and disciplinary actions, as necessary.
• Review daily and manage/approve team timecards in ADP.

Education and Experience

• 3–5 years of office management and previous supervisory experience required.
• High school diploma or GED required.
• Associate’s or Bachelor’s degree in a business field or property management and/or at least 4 years of transferrable work experience preferred.
• Intermediate proficiency in MS PowerPoint, Excel, and Word strongly preferred.
• 45–50 wpm typing speed.

Knowledge, Skills & Proficiencies

• Ability to build and maintain positive working relationships.
• Strong communication skills, written and verbal.
• Well‑developed interpersonal aptitude including excellent organizational abilities.
• Effective problem‑solver & collaborator.
• Skills and/or aptitude for managing a systems approach to administrative support.

Tools & Equipment Used

• Computer, keyboard, office equipment including phone system, printers, fax machines, mail machines, etc.

Physical Requirements & Working Environment

• Sitting at a desk.
• Use of keyboarding.
• Able to lift up to 50 pounds.

EEO Statement

This position is open to all qualified individuals and is not restricted by any class, race, color, religion, national origin, sex, age, disability, or any other protected status in accordance with applicable laws.