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Client Services Specialist
3 months ago
$17.50–$18.00 an hour - Temporary, Fixed term contract
Job detailsHere’s how the job details align with your profile.
Pay Job typeTemporary
Shift and scheduleMonday to Friday
Full job descriptionClient Services Specialist
Join our dynamic team as we continue to grow and elevate our operations We are on the lookout for a dedicated Client Services Specialist who will play a pivotal role in ensuring smooth communication, accurate record-keeping, and timely coordination of services across our properties. If you are a detail-oriented professional with a passion for excellence, this is your chance to make a significant impact and advance your career with us. We invite you to apply and be a part of our successful team.
Hours: Monday to Thursday; 8:30am-5:00pm & Friday; 8:30am-4:00pm
Term: This position is a 6-month contract with the potential for extension based on performance.
KEY RESPONSIBILITIES:
Purchase Orders (POs) Management
- Prepare and issue Purchase Orders (POs) in Shiftsuite for Property Manager approval, ensuring accuracy and compliance with company procedures.
- Follow up with contractors on any outstanding POs, ensuring timely completion of work.
- Coordinate scheduling of contractor work and arrange unit access as directed by the Property Manager, ensuring minimal disruption to residents.
Correspondence & Documentation
- Draft violation notices for Owners/Residents as requested by the Property Manager, ensuring clarity and adherence to condo corporation rules. Provide the final draft for review and approval before sending it out. Save all correspondence in the appropriate unit files and in Shiftsuite.
- Monitor compliance with violation notices, following up after deadlines have passed and escalating to the Property Manager as needed.
- Prepare general notices for Owners/Residents for review and approval, ensuring they are properly documented in Shiftsuite for reporting purposes.
- Respond to routine requests from Owners/Residents (e.g., Insurance Certificates, Rules and Regulations, Statements of Account) promptly and professionally. Consult the Property Manager for guidance on complex inquiries.
- Draft chargeback letters, ensuring all necessary documentation (e.g., invoices) is included. Save electronic copies in the unit correspondence files and forward the necessary documents to A/P for processing.
- Assist the Property Manager with additional correspondence and document management tasks as required.
- Forward accounting-related requests to the accounting team, ensuring accurate communication and follow-up.
Phone & Client Interaction
- Serve as the first point of contact for incoming calls, filtering inquiries and only transferring those that require the Property Manager’s direct attention.
- Take detailed messages, including the caller's name, address, and concern, ensuring accurate and efficient follow-up.
- Keep the Owner’s List in Shiftsuite up-to-date, reflecting all changes in ownership and tenancy, including parking and locker units. Notify the Property Manager of any discrepancies or issues, such as an owner retaining a locker or parking unit after selling their residential unit.
- Maintain detailed records of all locker, vehicle, and parking units, ensuring accuracy and easy access for the Property Manager. Manage additional tracking lists as required by specific corporations (e.g., Bike Registration).
- Provide exemplary customer service and communication to all Owners/Residents, ensuring a positive and professional experience.
QUALIFICATIONS:
- High school diploma or equivalent; post-secondary education in business administration or a related field is an asset.
- Proven experience in an administrative or clerical role, preferably in property management or a related industry.
- Previous customer service experience required.
- Proficiency in using property management software (e.g., Shiftsuite) and standard office applications (e.g., MS Office Suite).
- Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
- Excellent written and verbal communication skills.
- Detail-oriented with a high level of accuracy in record-keeping and documentation.
- Ability to handle sensitive information with discretion and professionalism.
- Strong problem-solving skills and the ability to work independently as well as part of a team.
If you have the skills and experience we need, please send us your resume.
Job Type: Fixed term contract
Contract length: 6 months
