Administrative Assistant

6 months ago

Vancouver, Canada Aquilini Properties LP Full time

**POSITION**:Administrative Assistant

**DEPARTMENT**: Residential Properties

**REPORTS TO**:Property Manager

**COMPANY PROFILE**:
Aquilini Group (“AG”) is a diversified family business founded in Vancouver, BC more than 50 years ago with roots in the real estate development and construction industry. Today the company owns and manages an international real estate portfolio that includes commercial and residential properties, hotels, golf courses, vineyards and blueberry and cranberry farms. In addition to its ongoing pursuits in real estate development and construction, AG has expanded its holdings to include assets in the sports & entertainment, renewable energy, aquaculture, tourist attractions, restaurants and food & beverage industries.

**SUMMARY**:
The Administrative Assistant position will be a great opportunity to enter and grow in the corporate property management industry. This position will provide administrative support to the residential properties’ rental office and will primarily focus on resident experience, administrative support, and digital communication, both internally to residents and externally to potential residents.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**:
(Other duties may be assigned from time to time)

Support Property Management and administrative staff:

- Perform as the first contact for tenant communication (Electronic and Telephone).
- Effectively and timely respond to general inquiries from Tenants.
- Administer property management database systems.
- Coordinate and schedule maintenance requests and service calls.
- Correspond and with suppliers.
- Assist in financials and accounting relating to each property as required.
- Manage insurance information for tenants and vendors to ensure compliance with leases and corporate practice
- Assist with quarterly building audits
- Assist with the organization of projects such as apartment preparation for move ins/outs.
- Maintain lease data, track lease renewals, rent increases and ensure accurate rent billing and tenant reconciliation.
- Assists operations with building and property access.
- Liaise with building operators, accounting department, and other key personnel
- Work with fellow team members on the administration, monitoring and participation of company social media and intranet platforms
- Draft and post signage, notices, updates, facilitate contests, prizes, and community updates.
- Facilitate Aquilini Centre’s participation in key community events that support the brand

**REQUIRED EXPERIENCE AND QUALIFICATIONS**:

- A post-secondary degree or diploma from a recognized institution in a related field or an equivalent combination of education and experience
- 1 - 2 years of experience working in reception and/or an office environment
- Strong written and verbal communication, with accuracy and strong attention to detail
- Professional, confident and organized.
- Effective conflict resolution/problem solving skills
- Experience working in digital, specifically in social media and social media platforms
- Excellent organizational skills; detail-oriented
- Outstanding interpersonal skills with an ability to interact effectively with internal and external stakeholders
- Committed to ensuring superior engagement and service to residents and potential residents through all digital platforms

**What We Offer**:
At Aquilini, we believe in the importance of a Total Compensation package by ensuring our mix of salary, benefits, and perks are competitive within the market, while also offering a work-life balance.

Our comprehensive benefits package includes Health, Dental, Vision Care, Life Insurance, and AD&D coverage. In addition, you'll have opportunities for access to Rogers Arena events, an on-site gym, parking, select discounts, professional growth and development options, fun staff events throughout the year, and a dynamic and supportive work environment where you can make a tangible impact.

**Experience**: Required
- 1 year(s): Working in reception and/or an office environment Strong written and verbal communication, with accuracy and strong attention to detail Effective conflict resolution/problem solving skills Excellent organizational skills; detail-oriented Outstanding interpersonal skills with an ability to interact effectively with internal and external stakeholders Committed to ensuring superior engagement and service to residents and potential residents through all digital platforms

**Skills**: Required
- Positive
- Detail Oriented
- Conflict Resolution
- Customer Service

**Behaviors**: Required
- Team Player: Works well as a member of a group

Preferred
- Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

**Motivations**: Required
- Growth Opportunities: Inspired to perform well by the chance to take on more responsibility

Preferred
- Goal Completion: Inspired to perform well by the completion of tasks

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