Part time Assistant Office Manager

Associa; Victoria; On-site; CAD 30,000 - 60,000; Part time

Job summary

A leading company in property management is seeking a part-time Assistant Office Manager for Roberts House Condominiums. This role involves overseeing daily operations, interacting with residents, and ensuring the property is well-maintained. The ideal candidate should be motivated, skilled in multitasking, and capable of handling various tasks in a dynamic environment.

Qualifications

• Confident, motivated, and physically fit.
• Ability to interact with and help residents.
• Effective auditory and visual communication skills.

Responsibilities

• Coordinate schedules of contractors for maintenance.
• Interface with residents and manage their concerns.
• Conduct daily inspections of common areas.

Skills

Multitasking

Confidentiality

Interpersonal Skills

Tools

Microsoft Office Suite

Job description

Roberts House Condominiums is a 190-suite building located in beautiful James Bay, Victoria is looking for a part-time Assistant Office Manager. Hours of work are Monday to Wednesday from 9am to 3pm with occasional extra days required to support vacation relief. The position would not work (or be paid for) statutory holidays. This is a contract position. Opportunities for advancement and additional days/hours may be available in the future.

Essential Duties :

• Establish routine schedules for efficient operation and/or anticipate changes in schedules due to holidays. Coordinate schedules of outside contractors so that building functions effectively. Direct tradespeople to the sites of repair and maintenance on common property and attend to any needs for their operational setup
• Interface with residents/owners, address concerns if possible, and provide ongoing guidance as to whom to call. Assist with suite access for repairs only if prior arrangements have been made with a signed authorization to office managers. Assess and follow-up on any urgent needs conveyed by phone, voice mail, email or in person
• Conduct daily inspection of interior and exterior common property. Note areas needing attention. Remove all litter including immediate exterior and parkade. Complete daily checklist
• Attend to minor repairs and maintenance around the property such as spot cleaning, re-caulking, changing lights, etc
• Keep common area entrance spotlessly clean at all times. Spills of any kind are to be cleaned up on an ongoing basis
• Schedule service elevator, sign out key, install protective pads prior to use and remove and store following use
• Ensure walkways are cleared and ice melting compound is applied during snow or freezing conditions
• Schedule Roberts Room requests. Check for cleanliness after each use. Post monthly schedule of events. Set up for monthly Strata Council meeting
• Schedule guest rooms, collect fees. Check after guests leave. Put out clean bedding. Launder used bedding. Sign out keys
• Maintain accurate paper and electronic records of resident's names, suite numbers, move-in fees, locker numbers, parking stall numbers, scooter registrations, bicycle registrations, fob numbers, Form Ks, etc
• Collect fees for move-ins, guest room rentals and other user fees per Roberts House rules. Deliver to Property Management company. Log and store undated damage deposit cheques
• Update and post "Roberts House News" internal newsletter as needed. Post announcements about service interruptions such as water shut-offs
• Access video surveillance as directed by Strata Council on any reportable incidents in and around Roberts House
• Conduct monthly back-up generator test, record all readings, and, if any issues, report for immediate repairs
• Complete tasks in Roberts House Office Procedures Manual as needed
• Attend to miscellaneous additional tasks at the direction of the Property Manager and/or Strata Council. These are considered to be within the job description and the terms of employment
• Take any cash to bank and monthly deposit to Associa BC
• Prepare monthly building manager report for Strata Council
  
  

Requirements

• The ideal candidate is a confident, motivated & physically fit person.
• The individual should enjoy interacting with and helping people.
• Must have the ability to multitask.
• Should possess a basic knowledge of Microsoft Office Suite.
• Confidentiality and trustworthiness are key elements of the role
• Coordinate with residents/owners and trades people regarding a variety of concerns
• Have auditory and visual acuity sufficient to communicate effectively orally and in writing
• Walk stairs, hallways, open fire doors, bend down, lift up to 10 kilograms (25 lbs)
  
  

Benefits

Minimum starting wage is $28.00 per hour (negotiable) depending on work-related experience, with an increase following successful training and development.

No calls please. To find out more about the role or to submit your resume, please send an email to attention of Strata President at [e-mail].