Site Administrative Assistant

Associa; Mississauga; On-site; CAD 55,000 - 65,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Paid time off

Job summary

Maple Ridge Community Management, an Associa Company, is seeking an Administrative Assistant/Condominium Property Administrator for our Mississauga office on a permanent basis. You will support the Condominium Manager in daily operations for condominium clients.

Responsibilities include preparing filings, minutes, budgets and reports; AGM prep; maintaining the minute book; coordinating amenities; and handling resident inquiries with professionalism. Condo knowledge is a plus.

Qualifications

• Condominium management knowledge is a plus.
• Excellent organizational and time management skills.
• Effective communication with all levels of the organization.
• Ability to follow company policies and procedures.

Responsibilities

• Prepare and distribute filing, correspondence, minutes and reports.
• Assist the Condominium Manager with daily operations and AGM preparation.
• Maintain the minute book and manage property records.
• Coordinate amenities bookings and collect related fees/deposits.
• Issue purchase orders during emergencies with supervisor approval.
• Report concerns from residents to the Manager.
• Prepare electronic information sheets and update building contacts.

Job description

At Maple Ridge Community Management, an Associa® Company, serving others is our calling. We are passionate about our services, and we live for our customers. We offer rewarding opportunities for individuals of all backgrounds and levels of experience. If you hold high the value of family spirit and strive to push the envelope with great customer service, you just might belong on our team.

We are looking for a Administrative Assistant/Condominium Property Administrator to join our Mississauga office on permanent basis.

Administrative Assistant shall be responsible for effectively and efficiently assisting the Condominium Manager in the daily operations of Condominium clients.

• All administrative duties such as preparation and distribution of filing, typing of correspondence, site inspections, manager's reports, budgets, minutes (dictated or provided), notices, budgets, AGM's, forms, etc.
  • AGM's and budgets are to be reviewed by the manager and the manager's supervisor before mailing.
• Maintenance of the minute book for corporation.
• Assist the Manager in the preparation/assembly of the monthly manager's report and filing same for each property in the Manager's portfolio.
• Prepare and update after-hour emergency (data) information sheets (as per the Manager) for the building, i.e. Board member names, phone numbers, contractor names and phone numbers etc.
• Prepare electronic purchase orders only when there is an emergency, and the manager is out of the office/ on vacation. Once the purchase order is completed it must be sent to the manager's supervisor for approval.
• Report concerns, complaints or inquiries received from residents to the Manager.
• Co-ordinate and book the use of any amenities including elevator, party room, guest suites, etc., as well as collect any fees/deposits for same.
• Assign locker keys, key fobs or access cards, and remote controls, etc., as well as administer the records for them and receiving a deposit if required.
  • Clear managers voice mail daily and deal with any emergency/ seek assistance when necessary
  • Issuing purchase orders - must be sent to Manager's Supervisor for approval
  • Clear out mail file and address any issue within the ability of the assist ant

• Administer condominium client in accordance with condominium management contract and condominium managers direction.
• The Administrator will assist in the preparation for the AGM and if required other owner's meetings.

Photocopying as required, prepare bulk mailings to owners to be sent to a printing company

Vacation coverage for the manager to include:

The administrator may be required to issue correspondence on behalf of the corporation as directed by the Condominium Manager related to rule infractions, arrears, charge backs following maintenance etc.

Must Have Condominium Management Limited License

Effective communication skills with individuals at all levels of the organization

Able to build and maintain lasting relationships with applicable departments, contractors and key business partners

Ability to follow through and complete overlapping projects

Good organizational, time management and prioritizing skills

Ability to interpret and implement company policies and procedures

Good organizational, time management and prioritizing skills

Other duties as required/assigned

Condominium background or knowledge of condos an asset

Benefits

• Competitive Salary & Comprehensive Benefits Package, including extended medical and dental benefits.
• Paid vacation, office holidays, personal, and sick leave.