We are seeking a highly organized and detail-oriented Office Assistant to join our
property management company. As an Office Assistant, you will play an important role in
ensuring the smooth and efficient operation of our office and supporting our property
management team.
Report to: Property Manager
Responsibilities
Organize office and assist colleagues in daily operations when necessary.
Create and update documents /records ensuring accuracy and legitimacy of
information.
Greet and welcome visitors, tenants and clients in a professional and friendly
manner. Taking adequate notes
Correspondence for the Property Manager
Assist with the preparation of lease agreements, rental applications and other
documentation
Coordinate and schedule property showings and inspections
Monthly building fire testing notices and inspection tracking – issue to head
office once complete and maintain records
Process rent payments and maintain accurate financial records – filling out
receipt books
Seasonal monthly logs for building Winter/snow logs – issue to head office
once complete and maintain recods
Monitor level of supplies and maintain records
Maintain thorough records of all West office documentation
Managing purchase orders in a timely and professional manner
Answering telephone calls and making adequate notes
Ensuring compliance with established polices is met by coordinating with
other departments.
Developing and maintaining trusting relationships with all staff, suppliers, and
clients
Organizing important documents pertaining to the Landlord and Tenant board
– leases, N forms, Certificate of Service, Payment agreement plans and
consent to service notice by email – but not limited to.
Organizing, maintaining, and alphabetizing all filing within our filing system
Maintaining record keeping within our Yardi Breeze Premier accounting
system – arrears, maintenance work orders, court and payment plans
Data entry for all payment agreement plans, court ordered payment plans
and any important dates.
Coordinating and aiding in the execution of all vendor products and/or work.
Prepare and distribute tenant communications, including notices and memos.
Assist with other administrative tasks as assigned by management
Requirements
Experience in Office Assistant or Administration
High School diploma or equivalent
Proficient in word and Excel
Valid Driver’s license
Exceptional organizational & time management skills
Proficiency in Microsoft Excel and Microsoft Word
Ability to produce and navigate e-mails through g-mail account.
Excellent written and verbal communication skills
Record keeping skills and filing.
Criminal record check and Judicial Matters required.
Familiarity with property management software is an asset
Ability to thrive in a team-oriented environment and independently
Readiness to learn to skills.
Professional and friendly demeanor
Competitive Wage & Company Benefits after successful completion of a probationary period.
Job Type: Full-time
Schedule:
Monday – Friday 8:00am to 4:30pm
Day shift
Work location: In person at our main Belleville office – 180 Haig Road
Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization
Job Type: Full-time
Pay: From $20.00 per hour
Benefits:
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Schedule:
- 8 hour shift
Experience:
- Property management: 3 years (preferred)
- Office assistant: 3 years (preferred)
Work Location: In person