Administrative Assistant, Condo Team

TDS Personnel; Toronto; On-site; CAD 42,000 - 54,000; Full time

Job summary

TDS Personnel is assisting a North York condo real estate law firm in recruiting an Administrative Assistant for a 10-12 month contract. The role requires five days in the office, with hours from 8:30am to 5:30pm, and involves general administrative duties and file management.

Candidate should have strong organizational skills, experience with Word/Excel and Windows, and the ability to work both independently and in a team to meet deadlines in a fast-paced environment.

Qualifications

• Previous experience in a similar role is an asset.
• Strong organizational skills with the ability to manage competing priorities.
• Familiarity with Word, Excel and Windows applications.
• Ability to work both independently and in a team environment and meet deadlines.

Responsibilities

• General administrative duties such as filing, e-filing, faxing, photocopying, and couriering documents.
• Set up physical condo files and organize projects with associated details.
• Prepare summary spreadsheets and process assignments of APS when received.
• Notify accounting, send subdivision surveys to lawyers, and distribute occupancy/final closing packages.
• Photocopy money and support office operations.

Skills

Organization skills

Time management

Customer service

Problem solving

Team player

Multitasking

Attention to detail

Communication

Tools

Word

Excel

Windows

Job description

Our client, a North York real estate law firm requires an Administrative Assistant to join their condo team on a 10-12 month contract basis. This role is five days in office and the hours are 8:30am to 5:30pm.

Responsibilities:

• General administrative duties such as filing, e-filing, faxing, photocopying, and couriering documents
• Set up physical condo files to ensure accuracy for assigned projects (Organize files / set up projects: set up files in LDD / double check information in LDD and insert birthdates, lawyer information, clean up files for scanning APS and amendments in one batch and correspondence in another batch per suite/file)
• Prepare summary spreadsheets
• Process assignments of APS when received, updating LDD, and notifying accounting
• Send subdivision surveys to purchaser’s lawyers
• Assist with distributing occupancy and final closing packages
• Photocopy money

Qualifications:

• Previous experience in a similar role (experience in a similar industry is an asset)
• Ability and tolerance to perform repetitive tasks
• Previous experience with LawyerDoneDeal (LDD) is a strong asset
• Strong organization skills with the ability to manage competing priorities
• Strong knowledge of Word, Excel and Windows applications
• Excellent collaboration, organizational, time management, customer service and problem-solving skills and the ability to work accurately and meet deadlines with frequent interruptions
• Able to work and thrive in a team environment, focused on achieving results
• Able to maintain cooperative working relationships with all levels of management
• Able to work both independently and as part of a team
• Hardworking
• Open to learning and enhancing existing skills, adaptable to new and different processes
• Confidence to ask questions to senior clerks and condo lawyers
• Ability to follow instructions and complete task as assigned

TDS Personnel is an equal opportunity employer committed to fostering an inclusive and accessible workplace in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates participating in all stages of the recruitment and selection process.