Assistant Manager - Aera

Oliver & Bonacini Restaurants; Toronto; On-site; CAD 50,000 - 60,000; Full time

Job summary

FirstService Residential is seeking an Assistant Property Manager to support the Property Manager in the day-to-day site office operations and to provide exceptional service to owners, residents, trades and guests.

Key duties include preparing notices, answering inquiries, coordinating with trades, distributing mail, compiling reports and forms, booking rooms and elevators, and assisting with board materials and building documentation.

Qualifications

• The ideal candidate will possess a minimum of 1 year of experience in Property Management industry.
• Exceptional time management, organization skills and problem solving.
• Excellent interpersonal, phone and Customer Service skills.
• Ability to establish strong relationships with owners, vendors, coworkers etc.
• Proficient English speaking and writing skills.

Responsibilities

• Prepare notices as needed
• Address resident inquiries with courtesy and professionalism
• Answer phone calls with courtesy, take messages or carry out functions if possible
• Communicate with tradesperson when requested by Property Manager, prepare call summary and include all details for Property Manager
• Obtain mail and distribute accordingly
• Obtain reports from Concierge Desk, highlight anything that requires the Property Manager’s attention
• Obtain all completed forms for filing, stamped received (i.e. Owner Information Form, Form 5, Tenant Information Form) and send by fax or Email to Accounts Receivable
• Copy Agenda, Managers Report, building inspections and other documents as requested by Property Manager
• Prepare packages for Board Members
• Date stamp invoices and cheques when they are received
• Enter cheques in the income intake report
• Book party rooms and collect money as per policy
• Book elevators for deliveries and moves
• Answer owner’s inquiries and requests
• Provide Status Certificates Request forms to owners
• Updating Building Information Sheets as needed
• Respond to emergency situations in timely manner
• Other duties as assigned

Skills

Time management

Organization

Problem solving

Interpersonal skills

Customer service

English proficiency

Education

1 year Property Management experience

Job description

Assistant Property Manager

The Assistant Property Manager provides support services to the Property Manager in the overall running of the site office and exceptional customer service to owners, residents, trades and other guests to the building.

Key Responsibilities

• Prepare notices as needed
• Address resident inquiries with courtesy and professionalism
• Answer phone calls with courtesy, take messages or carry out functions if possible
• Communicate with tradesperson when requested by Property Manager, prepare call summary and include all details for Property Manager
• Obtain mail and distribute accordingly
• Obtain reports from Concierge Desk, highlight anything that requires the Property Manager’s attention
• Obtain all completed forms for filing, stamped received (i.e. Owner Information Form, Form 5, Tenant Information Form) and send by fax or Email to Accounts Receivable
• Copy Agenda, Managers Report, building inspections and other documents as requested by Property Manager
• Prepare packages for Board Members
• Date stamp invoices and cheques when they are received
• Enter cheques in the income intake report
• Book party rooms and collect money as per policy
• Book elevators for deliveries and moves
• Answer owner’s inquiries and requests
• Provide Status Certificates Request forms to owners
• Updating Building Information Sheets as needed
• Respond to emergency situations in timely manner
• Other duties as assigned

Additional Duties & Responsibilities

• Practice and adhere to FirstService Residential Global Service Standards.
• Conduct business at all times with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Legislative Requirements

Assistant Property Managers who do not hold a Limited License cannot perform any of the condominium management services outlined below, even if they work under the supervision of a General or Transitional General Licensee (supervising licensee). Assistant Property Managers who hold a Limited License are permitted to perform condominium management services under the supervision of a supervising licensee, subject to the conditions outlined below:

1. The Licensee shall not enter into, extend, renew or terminate a contract or other agreement on behalf of a client except with the prior approval of the supervising licensee.
2. The Licensee cannot make any expenditures of more than $500 of the client’s money, not including the reserve fund, except with the prior approval of the Supervising Licensee.
3. The Licensee shall not make expenditures out of, invest or otherwise make dispositions of a client’s reserve fund.
4. The Licensee shall not sign status certificates under the Condominium Act, 1998 on behalf of a client
5. The licensee shall not, on behalf of a client, give anything to an owner or mortgagee that the client is required to give to an owner or mortgagee under the Condominium Act, 1998
6. A Limited Licensee may perform an action in 1 or 2 above without the prior approval of a supervising licensee if it is necessary to ensure the immediate safety or security of persons using the property or to prevent imminent damage to the property or assets of the client.

Education & Experience

• The ideal candidate will possess a minimum of 1 year of experience in Property Management industry
• Exceptional time management, organization skills and problem solving
• Excellent interpersonal, phone and Customer Service skills
• Ability to establish strong relationships with owners, vendors, coworkers etc.
• Proficient English speaking and writing skills
• Proactive problem and solutions recognition
• Detailed oriented, organized and have strong time management skills

Compensation

Compensation for this role is $50,000 to 60,000 + benefits

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

Equal Opportunity

FirstService Residential is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, colour, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

Disability Accommodation

FirstService Residential welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the hiring and selection process.

AI Screening

Our hiring process may use AI screening for keywords and minimum qualifications. Talent Acquisition Specialists review all results.

Employment Standards Confirmation

In accordance with Ontario’s Employment Standards Act (ESA) requirements, we confirm that this job posting is for an existing position within our organization.

IndhOn

INDHON

Automated Employment Decision Tool (AEDT) Usage

• We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.
• The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.
• Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel [e-mail].
• Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at [e-mail]; we will respond in accordance with Local Law 144, within 30 days.