Job Summary:

Reporting to the Senior Marketing & Engagement Manager, the Administrative Assistant is the first point of contact for guests and tenants visiting Head Office. The Administrative Assistant answers the main phone line and helps direct inquires (from tenants, prospective tenants and guests) to the appropriate personnel using cheerful and positive customer service. Accepting rent payments, providing receipts, performing general housekeeping and organizing office supplies are all duties the Administrative Assistant is responsible to perform. To be successful in this role, the Administrative Assistant must be able to efficiently communicate with internal and external stakeholders, have excellent data entry skills, and be attentive to small details. This position works in the office, from 8:00am-4:00pm, Monday to Friday.

Main Responsibilities:

Residential Support

• Answer and direct telephone and in person inquiries regarding residential and commercial space.
• Address and resolve complaints/concerns from residential and commercial tenants, redirecting and escalating when necessary.
• Accept all residential and commercial lease rental payments made at Head Office.
• Review and forward website inquiries/emails from potential residents to appropriate personnel.
• Assist with confirmation of Hydro invoices with current tenants.
• Enter work orders into Yardi which have a tenant charge back, process and mail invoice to tenant.
• Enter work orders into a payroll spreadsheet for casual employees at buildings.
• Prepare and organize office supplies shipments for residential properties via courier.
• Manage data pertaining to suite history. For example: keep track of, retrieve and communicate renovation data. Ex. Painting, carpet cleaning etc.
• Control receipt books that are sent to Residential Managers.
• Assist with posting notices at residential properties.

Administrative Support

• Greet all visitors to Head Office and ensure comfortability of guests.
• Manage general company voicemail; ensure prompt follow-up after reviewing.
• Perform general housekeeping tasks to ensure tidiness of workplace and shared workspaces (ei. Break rooms)
• Keep track of inventory level in staff break rooms and advise of items needing to be re-ordered.
• Write receipts for public parkers who have auto paid and require reimbursement.
• Perform mail and package management; ensure inbound mail is distributed to appropriate personnel in timely manner. Ensure outbound mail to prepared for courier service.
• Complete the accurate filing of reports such as: pool reports, incident reports, on-call logs, paint and carpet reports, cleaning work orders, all parking reports etc.
• Create and laminate documents such as letters, posters, and signs etc.
• Ensure inventory stock levels are maintained for postage meter, office supply room and photocopiers.
• Faxing documents as needed.

Other duties as assigned.

Job Requirements:

• Education: High school diploma.

• Experience: 2 years of office support/administrative experience.

• 2 years of customer service experience.

• Experience in property management would be considered an asset.

• Ability to communicate professionally in English both verbally and in writing.

• Effective interpersonal skills and the ability to deal with tenants and customers.

• Clear Criminal Records Check required.

• Working knowledge of Microsoft 365 Programs such as outlook, work, excel etc.

Other Benefits

Satisfaction and fun are something we strive for in our work environment, so we offer a friendly and positive work environment along with competitive pay and comprehensive benefits (that include health, health care spending account, dental, group life, long-term disability, and a group DPSP/RRSP matching program).

To Apply

Please apply with a cover letter outlining how you meet the job requirements above along with your resume. We thank all applicants, but only those chosen for an interview will be contacted.