Office Administrator

Homes by Avi (Canada) Inc.; Calgary; On-site; CAD 45,000 - 65,000; Full time

Job summary

A property management firm in Calgary is looking for an Office Administrator to provide administrative and financial support. The ideal candidate will have at least 3 years of experience, strong organizational skills, and proficiency in Microsoft Office. This role involves maintaining office operations, assisting clients, and managing correspondence for the team.

Qualifications

• Minimum of 3 years of experience in administrative assistant role.
• Strong organizational skills with excellent attention to detail.
• Exceptional communication and interpersonal skills.

Responsibilities

• Provide comprehensive administrative support to Blue Jean Management.
• Respond to inquiries and assist Property Managers with operations.
• Process invoices and assist with financial reporting.

Skills

Organizational skills

Communication skills

Microsoft Office proficiency

Customer service

Problem-solving

Education

High school diploma

Tools

Microsoft Office Suite

Yardi Voyager

Job description

Job Details

Description

Since 1978, Homes by Avi has been building family homes, with divisions in Calgary and Edmonton. Blue Jean Property Management is a rapidly growing condominium management and property leasing management company, leveraging deep industry knowledge and agility in condominium & property management.

Office Administrator - Blue Jean Management

Working under the leadership of the Broker/President of Blue Jean Management you will provide comprehensive administrative and organizational support to Blue Jean Management and assist other team members as needed.

Who You Are

• You are an individual who is highly organized, exceptionally efficient and has a positive, flexible, “can-do” attitude. Providing exceptional customer service to both your internal and external customers is effortlessness.
• You are a natural administrator, able to work in a fast-paced environment, and eager to lend a hand, or step up to a challenge. Your intuition is on point, and you can foresee what the next steps are, and initiate actions before they come across your desk.
• You have an extensive and well-rounded knowledge of Microsoft Office products, and the ability to pivot from task to task while balancing ever-changing priorities.
• You are an articulate communicator in both your written and verbal correspondence, equally professional and detailed.
  
  

What You Will Do

General Administrative Support:

• Respond to questions and provide solutions to inquiries directed to Blue Jean;
• Work closely with the Property Managers to ensure seamless operations of portfolio properties;
• Screen calls, emails, and correspondence, ensuring timely and professional responses.
• Handle confidential and sensitive information with discretion and professionalism.
• Interact with property management software to ensure data is current and accurate;
• Assist in preparing correspondence, compiling documents, and proofreading for accuracy.
• Maintain organized filing systems, both electronic and physical, ensuring documents are accessible.
• Prepare notices, infractions, and packages on behalf of Blue Jean.
• Manage office supplies and inventory, placing orders as needed.
  
  

Financial & Property Management Assistance

• Process and code invoices for payment and assist with credit card reconciliation.
• Assist with preparing work invoices for submission to accounting.
• Assist with monthly financial reporting for properties, ensuring accuracy and timeliness.
• Collaborate with the Operations Manager on financial projects or property management tasks.
  
  

Communication & Customer Service

• Serve as an additional point of contact for clients visiting the office or calling in.
• Coordinate with vendors, contractors, and stakeholders to ensure efficient communication.
• Assist with preparation and distribution of newsletters, notices, and updates.
  
  

Project Coordination

• Support project management tasks by maintaining timelines and updating task management tools.
• Monitor software inputs and system updates, ensuring data integrity (e.g., Yardi Voyager).
• Organize and track key dates, ensuring deadlines for projects and compliance tasks are met.
  
  

Event Planning & Coordination

• Assist in planning and coordinating internal and external meetings, events, or team-building activities.
• Arrange catering and ensure meeting spaces are properly set up.
  
  

Additional Responsibilities

• Assist in onboarding new team members, ensuring smooth integration into the team.
• Support document naming, uploading, and organization of documents and contracts.
• Maintain and improve processes for efficiency and effectiveness.
  
  

Your Qualifications – The Must Have’s

• Minimum of 3 years of experience in administrative assistant role;
• High school diploma; post-secondary education is an asset.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly, with excellent attention to detail;
• Exceptional communication and interpersonal skills, with the initiative to solve problems independently;
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and Adobe Acrobat.
  
  

Nice To Have’s

• Familiarity with property management software (e.g., Yardi, Voyager) is an asset.
• Knowledge or experience in the Condominium or Property management industry is an asset.
• Property Management or Condominium Management License from RECA