Office Administrator

2 weeks ago

Brampton, Ontario, Canada Medallion Corporation Full time

Management:

  • Supervise, coordinate, provide leadership to and review the work of assigned staff
  • Estimate personnel needs and assign work to meet completion dates
  • Coordinate schedule changes with Property Manager and organize departments ensuring that customer service is not compromised in any way
  • Familiarize employees with established organization procedures, rules and regulations as established by the Property Manager
  • Evaluate and recommend changes in methods and procedures in assigned area of responsibility
  • Prepare reports concerning departmental activities as required by the Property Manager
  • To be cognizant of all governing legislation including, without limitation, Residential Tenancies Act, Labour Relations Act, Fire Code and Occupational Health & Safety Act

Operations:

  • To administer the activities of the assigned properties in accordance with contractual requirements, including determining, establishing and implementing effective operating procedures
  • To maintain an effective system of rent collection and cash security; to initiate followup where payments are not made on the due date and institute and attend at legal and collection agency proceedings when necessary.
  • To communicate and deal directly with residents and matters concerning the company as agents for the landlord and provide the views of tenant families to management with appropriate recommendations
  • To implement adequate coverage for cleaning, snow removal, garbage collection, etc. to comply with local bylaw requirements and to arrange for compliance by residents or, where appropriate, site and contracted labour forces
  • To conduct necessary arrangements with public utility and other municipal bodies to ensure the provision of adequate local services
  • To review, on a continuing basis, the desirability of improving and modernizing the properties and lands, making appropriate recommendations
  • To maintain occupancy and rental income levels at all properties which compare favorably, at the least, with the competition
  • To be continually aware of market conditions in order to provide the necessary information to help broaden the company's marketing capabilities
  • To maintain a high level of resident satisfaction and public relations at all properties which will include all forms of communications with the residents (a letter from a resident should always be responded to by way of a return letter)
  • To ensure compliance with all legislation governing life and fire safety measures and to develop emergency maintenance and emergency evacuation procedures

Finance:

  • To collect all rents due in the minimum time possible
  • To complete all forms and reports so that the correct master files, correct rent rolls and any other data which should be required for the proper functioning of the company are developed and maintained
  • To purchase services and supplies only in accordance with the company's policies and procedures

Customer Service:

  • To communicate with clients or their designated representatives in a timely, professional manner
  • To communicate internally as may be necessary from time to time to ensure that all staff is informed of a manager's initiatives and the operations of a manager's portfolio
  • To carry out other duties as may be assigned from time to time

Skills:

  • 35 years experience in a Property Management environment, preferably in residential
  • Computer experience with Microsoft Office, specifically Word and Excel
  • Desire to work with people and the ability to remain customer focused in a fast paced and constantly changing environment
  • Excellent problem solving abilities and the ability to prioritize tasks in order of importance not only to the task at hand but to the overall goals of Concert Properties
  • Ability to multitask, delegate and assume responsibility for actions and decisions made
  • Proven leadership skills the ability to remain positive and motivated in a challenging environment and to set an example to other team members
  • Strong work ethic and commitment to Medallion, which may entail overtime and ability to work flexible hours
  • Diplomatic, especially while dealing with all clients (owners and residents) and ability to look at all the facts and make informed decisions
  • Resourceful, ability to access information needed for sound decision making
  • Ability to remain calm in emergency situations, i.e. flood, fire, eviction of residents
  • Adaptable, organized and flexible the ability to handle different problems as they occur
  • Desire to be challenged and to deal with a different set of scenarios each day
  • Strategic thinker the ability to recognize how decisions and responsibilities impact the entire organization of Medallion
  • Desire to be selfdirected and selfmanaged, ability to work independently
  • Accountability for actions and how it may affect clients and the professional image of Medallion
  • Excellent listening skills and ability to treat others

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