Office Administrator/coordinator
3 months ago
**Position Summary**:
The Office Administrator/Coordinator reports to the Office Manager and is primarily responsible for administrative work to support both front and back-office operations supporting administrative, financial and construction operation activities. This includes supporting the key functions between construction activities and business operations by assisting with the execution of sales and property administration, accounts payables/receivables, purchase orders, work change orders, and acting as a general liaison between office, clients, contractors and 3rd party suppliers. The role will assist with coordinating repairs and revisions through work orders.
The Office Assistant has a proven ability to keep multiple concurrent projects on track, communicate effectively within and between departments in a fast-paced environment, and project a positive attitude under pressure. They are expected to have great time management skills, strong attention to detail, and a general knowledge of construction terminology and processes. They are also required to handle stress and work with high-energy.
Other general operations and administrative tasks will also be assigned.
**Key Responsibilities**:
The Employee shall be performing the following duties and other duties that he/she may from time to time be instructed to perform.
**Office Administration**
- Maintain all office filing systems, both electronic and physical, ensuring all documents are organized and easily accessible to employees with approved access.
- Manage general office support including maintaining supplies, equipment, mail, etc.
- Timely handling of requests, addressing queries and requests promptly
- Perform clerical tasks such as typing correspondence, data entry, and filing
- Assist with marketing for real estate via social media, mailers and flyers
- Assist HR and Accounting with employee communications and general services.
**Property Management**
- Collect rent payments from tenants, manage late fees, and handle any payment issues that may arise.
- Log rent payments and keep track of receipt, deposits, NSF & returned items, late payments, etc.
- Address tenants’ questions, concerns and complaints.
- Prepare and manage lease agreements.
- Perform comprehensive credit checks on new tenants.
- Responsible for Move-In / Move-Out Procedures
- handle the logistics of tenants move-ins and move-outs, including arranging inspections.
**MANAGE COMPANIES**
- Make sure all licenses and certifications with Home Construction Regulatory Authority, are up to date for each company.
**Insurance policy / License management**
- Maintain accurate records for current insurance policies
- Manage renewal and annual audits for insurance policies including Auto and General Liability.
**Vehicle Management**
- To ensure that all license plates are updated and issued accurately.
- Verify that drivers possess all necessary documentation required for legal road travel, including vehicle registration, proof of insurance, and identification.
- Maintain and manage annual registrations, maintenance records and fuel usage.
- contan appropriate offices/agencies to ensure license stickers plates are up to date for Heavy Duty Trucks.
- contact CVOR to update Commercial Vehicle Operators Registration.
- Ensure copies of necessary vehicle registrations in all vehicles.
- Contact Service Ontario make sure stickers plates are up to date for Trucks.
**Construction**
**Assist construction supervisor by**:
- Accessing City of Ottawa Portal and requesting inspections.
- Able to navigate Enbridge website requesting meter install, activation of temporary heat requests, and request Enbridge Finals.
- Deliver and collect architectural plans from printing company.
- Communicate updates ( e.g. changes of dates on closings) with Client Care/Warranty Manager and Construction Manager, keep open communication when needed.
- Proper notice must be provided to homeowners, updates and follow-ups to ensure open communication.
- Work with Sales and Construction Team to ensure that all sales have been correctly entered into our files including but not limited to sale dates, alteration amounts, billing dates.
**Key Skills and Requirements for the position**
**Education and Knowledge**:
- High School Diploma (Post Secondary Education in Office Administration an asset)
- Strong understanding and knowledge of construction terminologies and processes
- Strong computer literacy with proficiency in MS Office Suite (Word, Excel, PowerPoint), video conferencing tools (Microsoft Teams, Zoom) and Google Suite.
**Skills/Abilities**:
- Strong ability to organize and manage multiple tasks
- Detail-oriented and capable of prioritizing daily workload and multitasking effectively
- Ability to work well under pressure, excellent time management skills with a proven ability to meet tight deadlines.
- Excellent verbal and written communication and customer service skills
- Ability to anticipate need
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