Since 1978, Homes by Avi has been building family homes, with divisions in Calgary and Edmonton. Blue Jean Property Management is a rapidly growing condominium management and property leasing management company, leveraging deep industry knowledge and agility in condominium & property management.

Office Administrator - Blue Jean Management

Working under the leadership of the Broker/President of Blue Jean Management you will provide comprehensive administrative and organizational support to Blue Jean Management and assist other team members as needed.

Who you are:

• You are an individual who is highly organized, exceptionally efficient and has a positive, flexible, “can-do” attitude. Providing exceptional customer service to both your internal and external customers is effortlessness.
• You are a natural administrator, able to work in a fast-paced environment, and eager to lend a hand, or step up to a challenge. Your intuition is on point, and you can foresee what the next steps are, and initiate actions before they come across your desk.
• You have an extensive and well-rounded knowledge of Microsoft Office products, and the ability to pivot from task to task while balancing ever-changing priorities.
• You are an articulate communicator in both your written and verbal correspondence, equally professional and detailed.

What You Will Do:

General Administrative Support:

• Respond to questions and provide solutions to inquiries directed to Blue Jean;
• Work closely with the Property Managers to ensure seamless operations of portfolio properties;
• Screen calls, emails, and correspondence, ensuring timely and professional responses.
• Handle confidential and sensitive information with discretion and professionalism.
• Interact with property management software to ensure data is current and accurate;
• Assist in preparing correspondence, compiling documents, and proofreading for accuracy.
• Maintain organized filing systems, both electronic and physical, ensuring documents are accessible.
• Prepare notices, infractions, and packages on behalf of Blue Jean.
• Manage office supplies and inventory, placing orders as needed.

Financial & Property Management Assistance:

• Process and code invoices for payment and assist with credit card reconciliation.
• Assist with preparing work invoices for submission to accounting.
• Assist with monthly financial reporting for properties, ensuring accuracy and timeliness.
• Collaborate with the Operations Manager on financial projects or property management tasks.

Communication & Customer Service:

• Serve as an additional point of contact for clients visiting the office or calling in.
• Coordinate with vendors, contractors, and stakeholders to ensure efficient communication.
• Assist with preparation and distribution of newsletters, notices, and updates.

Project Coordination:

• Support project management tasks by maintaining timelines and updating task management tools.
• Monitor software inputs and system updates, ensuring data integrity (e.g., Yardi Voyager).
• Organize and track key dates, ensuring deadlines for projects and compliance tasks are met.

Event Planning & Coordination:

• Assist in planning and coordinating internal and external meetings, events, or team-building activities.
• Arrange catering and ensure meeting spaces are properly set up.

Additional Responsibilities:

• Assist in onboarding new team members, ensuring smooth integration into the team.
• Support document naming, uploading, and organization of documents and contracts.
• Maintain and improve processes for efficiency and effectiveness.

Your Qualifications – The Must Have’s

• Minimum of 3 years of experience in administrative assistant role;
• High school diploma; post-secondary education is an asset.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly, with excellent attention to detail;
• Exceptional communication and interpersonal skills, with the initiative to solve problems independently;
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and Adobe Acrobat.

Nice to Have’s:

• Familiarity with property management software (e.g., Yardi, Voyager) is an asset.
• Knowledge or experience in the Condominium or Property management industry is an asset.
• Property Management or Condominium Management License from RECA

Education

Required

• High School Diploma or better in General Studies

Skills

Required

• Attention to Detail
• Creative Thinking
• Business Writing
• Collaborating
• Microsoft Office
• Communication Skills
• Customer Service
• Self-Starter

Behaviors

Required

• Dedicated: Devoted to a task or purpose with loyalty or integrity

Motivations

Required

• Self-Starter: Inspired to perform without outside help