Administration Coordinator

Proline Management Ltd.; Victoria; On-site; CAD 40,000 - 50,000; Full time

Job summary

A dynamic role at a leading property management company seeking an Administration Coordinator to manage documents, support property managers, and enhance client relationships. Ideal candidates are proactive, detail-oriented, and possess strong teamwork skills. This position offers a full-time, permanent opportunity with benefits and opportunities for growth.

Benefits

Flexible scheduling

Health Benefits and Life Insurance

RRSP matching program

Paid volunteer days

Education reimbursement program

Qualifications

• Excellent grammar and punctuation skills.
• Ability to juggle multiple projects effectively.
• Strong typing skills (50+ wpm).

Responsibilities

• Creating and proofreading documents including meeting minutes and notices.
• Managing administrative processes and supporting Property Managers.
• Maintaining client relationships and handling inquiries.

Skills

Attention to detail

Communication

Time management

Flexibility

Teamwork

Tools

MS Office

Job description

We are looking for a motivated individual with a passion for helping people live and grow together to join our close-knit Administration team.

If you are the kind of person who instinctively creates and follows processes to efficiently organize and complete tasks and projects, this job is for you.

This is YOU to a ‘T’:

• You are a master at coordinating information and people, taking care of processes, and keeping things tidy.
• You are able to juggle multiple projects and communicate honestly about your timelines, challenges, and questions.
• You do whatever it takes. You live by the phrase, “It’s not my fault but it is my problem.”
• You are confident, kind, patient and have a calming manner.
• You are willing to step into any situation and find creative solutions.
• You go above and beyond regularly — not for credit, but because that’s how you roll.
• You have a sense of humor and have fun.
• You love learning, setting goals and are open to guidance and feedback.

The role day to day:

• Creating, editing, compiling and proofreading of documents including correspondence, meeting minutes, notices of meetings and manuals.
• Managing of administrative processes including tracking completion dates and following precise procedures.
• Supporting Property Managers with accurate documentation while providing clear, consistent communication to effectively assist clients.
• Maintaining great client relationships by handling questions, concerns and emergencies with speed and professionalism.
• Preparing Strata Property Act forms.
• Maintaining and updating documents on a variety of websites.
• Updating and using the property management database.
• Participating in daily or weekly touchpoints with team members.
• Filing of documents.
• Adhering to office and company protocols for delivering client services.
• Positively representing the company in the community.
• Handling confidential documents with complete discretion.
• Daily reception desk duties shared with our Operations Coordinators team, including assisting with answering general office phone calls.
• Other duties as assigned.

Experience & Qualifications:

• Positive attitude, collaborative and enthusiasm for working with people and systems.
• Excellent grammar, punctuation and attention to detail.
• Excellent typing (50+ wpm).
• Excellent working knowledge of computer systems including MS Office (Outlook, Word and Excel).
• Ability to work effectively as part of a team and take initiative.
• Being flexible and adaptable to changing procedures and tasks.
• Ability to manage own schedule and prioritize effectively.
• Ability to manage people and situations gracefully.

Position Details:

• Full-time, permanent position.
• $40,000-50,000 annually.
• Office hours are Monday through Friday, 8:30 am – 5 pm, with a 1-hour lunch break.
• Work from home opportunities are available upon completion of the training period (please note that this is not a 100% remote position, in-office hours will be required).
• Weekends and statutory holidays off.

A little about us:

• We are friendly, hardworking and a little weird.
• Our purpose is helping people live and grow together in every way possible.
• Our paradigms are Rebellious Optimism, Wholehearted Togetherness, Insidious Joy, Radical Transparency and Relentless Incrementalism.

Do you want to know more? Visit our website https://www.prolinemanagement.com

Other Details:

• Flexible scheduling.
• 2 weeks of vacation per annum.
• Wellness and Social Committees.
• RRSP matching program.
• Health Benefits and Life Insurance.
• Paid days off on your birthday and work anniversary.
• Paid volunteer days.
• Monthly get-togethers for lunch.
• Seasonal staff parties.
• Employee referral program.
• Education reimbursement program.
• Opportunities for growth.

We are looking for someone who will fit in well with our values and the team. To apply for this position, please submit your resume and cover letter outlining why you will be a great fit for the Administration Coordinator role with us. We are looking forward to reviewing your application!

Don’t hesitate to apply if you don’t cover everything but are interested - all of us have had to learn on the go, and we can help you accomplish the same.

Please note that only selected for the interview process candidates will be contacted.