Administrative Assistant

Recruiting In Motion - Eastern Ontario; Ottawa; On-site; CAD 50,000 - 65,000; Full time

Job summary

Recruiting In Motion - Eastern Ontario is seeking an Administrative Assistant to support a condominium property management team in Downtown Ottawa. This onsite role focuses on delivering high‑quality resident service and managing administrative workflows to keep daily operations running smoothly.

The successful candidate will coordinate scheduling with maintenance staff and contractors, respond to inquiries from homeowners and vendors, and help maintain organized records and communications in a

Responsibilities

• Serve as a welcoming professional contact for homeowners, residents, visitors and vendors, responding promptly to inquiries and maintenance requests.
• Manage scheduling for maintenance work, contractor visits, inspections, and recurring building services.
• Assist Property Manager with tracking work orders, liaising with contractors, cleaners, and maintenance staff.

Job description

Position Title: Administrative Assistant Salary & Benefits: $50-65k, Position Status: Current vacancy Location: Downtown Ottawa Work Model: ONSITE

• No benefits

Our client is a long‑established Ottawa property management provider delivers full‑service support for condominium corporations, residential buildings, and commercial properties. Known for its emphasis on transparency, professional integrity, and proactive communication, the organization offers reliable operational oversight, maintenance coordination, and administrative management. Its approach is rooted in trust and responsiveness, ensuring that boards, owners, and residents receive consistent, high‑quality stewardship of their properties. As the Administrative Assistant supporting the Property Manager for their condominium community, you play a central role in ensuring an exceptional living experience for residents. This position blends high‑touch resident service with organized, detail‑driven administrative support, requiring someone who is polished, proactive, and comfortable coordinating with homeowners, tradespeople, and subcontractors. You help keep daily operations running smoothly through effective scheduling, clear communication, and a warm, solutions‑focused approach. The right candidate brings an engaging personality, professional resilience, and the ability to maintain composure and clarity even when navigating competing priorities or challenging situations.

Key Responsibilities

Resident & Client Service

Serve as a welcoming, professional point of contact for homeowners, residents, visitors, and vendors. Respond promptly and courteously to inquiries, concerns, and maintenance requests, ensuring clear communication and timely follow‑through. Support daily building operations including access requests, deliveries, and coordination of resident appointments. Foster positive relationships with residents and uphold a service culture aligned with a well‑managed, high‑end condominium environment.

Administrative & Scheduling Support

Manage scheduling for maintenance work, contractor visits, inspections, and recurring building services. Coordinate with tradespeople and subcontractors to ensure timely arrival, clear scope of work, and proper follow‑up. Maintain organized records, logs, service requests, and documentation to support efficient property management. Prepare notices, communications, and updates for residents, ensuring information is clear, accurate, and professionally presented.

Operational Coordination

Assist the Property Manager with monitoring common areas and reporting maintenance needs or safety concerns. Track ongoing work orders and ensure issues are escalated or resolved appropriately. Support building upkeep by liaising with contractors, cleaners, and maintenance personnel. Contribute to maintaining the building’s overall presentation by ensuring operations run smoothly and standards remain high.

The ideal candidate is an organized, polished administrative professional who excels at communication, coordination, and relationship‑building. You bring an engaging, approachable personality paired with the resilience and thick skin needed to handle a busy environment and occasional difficult conversations. You are confident working with homeowners and trades, comfortable juggling multiple priorities, and committed to supporting a first‑class residential experience through dependable, proactive service.

What Would Make You Stand Out

• Experience supporting property management, facilities operations, or a residential community environment.
• Strong scheduling and coordination skills, especially with contractors or service providers.
• A naturally warm, engaging presence combined with the ability to stay composed under pressure.
• Proven success managing resident or client interactions with professionalism, clarity, and tact

AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team.

The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range.