Site Administrative Assistant

Associa; Toronto; On-site; CAD 50,000 - 65,000; Full time

Benefits offered by this job

Competitive Salary

Comprehensive Benefits Package

Paid vacation and holidays

Job summary

Associa is seeking an Administrative Assistant/Condominium Property Administrator for our Mississauga office. This role supports the Condominium Manager in daily operations across multiple properties, handling filings, reports, budgets, and AGM materials.

The position requires excellent organizational and communication skills, a condo management license, and the ability to coordinate amenity bookings, keys, and deposits.

Qualifications

• Must have Condominium Management Limited License.
• Experience supporting Condominium Managers and portfolios.
• Strong organizational and communication skills.

Responsibilities

• Assist the Condominium Manager in daily operations of Condominium clients.
• Prepare reports, budgets, minutes, notices, AGM materials and related documents.
• Coordinate amenity bookings, keys, and deposits; manage mail and filing.
• Support AGM preparation and owner meetings as needed.
• Maintain minute books and supervise after-hours emergency information sheets.

Skills

Condominium management

Administrative support

Customer service

Education

Condominium Management Limited License

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 an Administrative Assistant/Condominium Property Administrator to join our Mississauga office on a 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, 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 file the same for each property in the Manager's portfolio.
• Prepare and update after-hour emergency 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.
• Coordinate and book the use of any amenities including elevator, party room, guest suites, etc., as well as collect any fees/deposits for the same.
• Assign locker keys, key fobs or access cards, and remote controls, and administer the records for them and receive a deposit if required.
  • Clear manager's voicemail daily and deal with any emergency/seek assistance when necessary.
  • Issue purchase orders - must be sent to Manager's Supervisor for approval.
  • Clear out mail file and address any issue within the ability of the assistant.
• Administer condominium client in accordance with condominium management contract and condominium manager's 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.

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.