Receptionist/administrator

1 month ago


Victoria, Canada Newport Property Management Ltd. Full time

**Organization**: Newport Property Management Ltd.

**Title**: Reception Clerk / Administrative Assistant (Permanent, Part time)

**Hours**: Mornings, Monday to Friday (negotiable 20-25 hours/week)

**Location**: In Person; must live in or be able to reliably commute daily to Victoria, BC - V8R 5G4

**Workplace**: friendly, collaborative, and professional

**Compensation**: $23.50/hr; paid time off

**Preferred Start Date**: Immediately

**Duties / Job Description**: (mostly supported, occasionally independent)
- Reception/Clerical duties:

- Provide accurate information to callers and visitors regarding the organization
- Assist fellow front desk staff, Administration, Accountants, and Management staff with clerical duties
- Maintain all filing systems, both digital and hard copy, as a part of daily tasks
- Maintain a clean and organized reception area
- Assist in Property Maintenance Administration:

- Correspond with tenants and vendors to coordinate maintenance
- Document and maintain records of building and unit maintenance
- Assist in Vacancy and Inspection Scheduling:

- Receive and respond to Rental Inquiries
- Assist in Scheduling Viewings for Property Managers at Vacant units
- Receive and document applicant information for processing
- Correspond with current and incoming tenants to arrange unit inspections prior to the start and end of tenancies
- Fill out process checklists and data tracking where necessary
- Notify failed applicants of rental status
- Assist Office Administration / AP & AR:

- Receive, document, and “process-in” incoming invoices for review
- Receive and “process-in” rent and security deposits for accountants
- Sort and send outgoing payments to vendors and staff
- Assist in other duties as needed and as your own role permits
- Learn and adapt to developing office processes and help in implementing new systems; provide feedback to refine and develop your own role
- Part time: 8:30 AM - 1:30 PM (5 hrs/day; 5 day/week - 25 hrs/week) [flexible 30 minutes later start / 1 hr earlier end for 4-4.5hrs per day]
- Compensation (start $23.50/hr)

**We are looking for someone who has/is**:

- Compassionate and ethical approach to problem solving; desire to approach work with integrity and take pride in outcomes
- Team-oriented: willing to collaborate, learn from, and share work with others
- Phone etiquette and personable phone demeanor; especially if you can be self-motivated to make phone calls as a key and integral part of the working day
- Experience / Ability to maintain a professional demeanor while speaking with stressed or discontented members of the public; especially if you are prepared to establish and maintain cordial relations with a high volume of important office contacts
- Strong sense of prioritization and eagerness to learn specific office priorities
- Ability to understand and maintain organizational systems; especially if you are naturally driven to organizing information and tasks
- Strong memory for numbers or ability to manage numbered information
- Tolerance for repetitive tasks such as:

- Saving and printing batches of PDFs
- Scanning and saving documents
- Opening and date-stamping mail
- Sort, sealing, stamping, and sending mail
- Mass filing
- Comfortable adapting to changing or developing office systems and protocols

**Specific Experience and Qualifications**:
**Required**:

- Proven written and verbal skills: understanding and communication at a high level in English with attention to grammar and punctuation in written communications.
- Handling sensitive information in a confidential manner
- Experience with phone etiquette and client/customer interaction
- Strong organizational skills with the ability to multitask and prioritize tasks effectively
- Familiarity with Microsoft Office Suite (Word, Excel, Outlook)
- Proven ability to use digital systems to organize information

**Preferred**:

- Secondary School
- Reception/front desk, clerical, and/or administrative experience
- Proofreading skills
- Proficient in Microsoft Office Suite, Outlook, Teams, and/or similar office programs
- Experience with scheduling in shared calendars

**Job Types**: Part-time, Permanent

**Salary**: From $23.50 per hour

Expected hours: No less than 20 per week

**Benefits**:

- Paid time off

Flexible Language Requirement:

- French not required

Schedule:

- Day shift
- Monday to Friday
- Morning shift
- No weekends

Work Location: In person

Expected start date: 2024-03-27



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