Front Desk Administrator

2 months ago

Edmonton, Canada FirstService Residential Full time

**Responsibilities**:
Reporting to the Office Manager, the Temporary Front Desk Administrator provides a comprehensive range of operations and internal and external administrative support to ensure all aspects of the day-to-day activities operate efficiently and effectively.
- **Please note this is a temporary position (October 28th 2024 - January 17th 2025) **_

**Front Desk**:

- Providing information to owners, tenants, vendors, etc. who have dropped in or booked an appointment via Support Services at our office.
- Accommodate key/fob/remote/parking pass/elevator or move related key pickups, condominium fee payments, short-term deposit payments and general inquiries. This includes coordinating the preparation of devices, keys or passes with Support Services and reporting when device volumes are low and need to be re-stocked. This will also require following up with Support Services on items which were not picked up or returned within defined timeframe, as well as confirming the completion of the pickup of such assets
- Ownership of the short-term deposits provided by clients.
- Processing in-person and mailed in payments and providing receipts where required, including ensuring proper procedures are adhered to when handling cash payments. Liaising with accounts receivable department to ensure all payments are recorded within RECA requirements.
- Receive vendors, deliveries and accept couriers.
- Manage drop box and lock boxes for vendor and client pickups and returns.

**General office and administrative duties**:

- Identifying and coordinating any urgent office related general maintenance and facility work with appropriate vendors and ensuring approvals are sought when necessary, work is completed accurately and that invoices are sent to Corporate accounts payable for processing in a timely manner.
- Coordination with office parking programs to manage eligible parking registration and parking pass distribution, Q&A etc. for new or outgoing associates.
- Coordinating with IT on any requests for IT related needs affecting the Edmonton office or associates. Including managing the office fob system and tracking supply and distribution of fobs issued and managing the doorbell camera and reception digital info screen systems.
- Coordinating with the Transition Coordinator in preparing and receiving property files for transfer in or out of the office when a property transitions.
- Coordinating with Human Resources, Regional Director, IT and other various departments to support onboarding of any new associates in the office.
- Supporting on other market related duties as assigned.
- Organizing and tidying office supply areas, monitoring supply inventory, placing, receiving and unpacking office supply orders such as coffee, stationary, furniture, IT equipment etc.. Responds to and facilitates associate requests for office supplies in line with approval procedures.
- Handling petty cash.
- Delivering cash of less than $500 to the bank, or coordinating with a third-party secure delivery vendor for the delivery of cash in the amount of $500 or more.
- Completing printout requests for any associate who may work remotely
- Sorting, date stamping, scanning and distributing incoming mail daily, including but not limited to:

- Proper tracking and distribution of legal, confidential or time-sensitive documents.
- Managing returned mail, following up with owner and ensuring owner account updates are completed in Connect.
- Managing outgoing mail, including but not limited to:

- Folding and stuffing vendor cheques as required.
- Distribution of special handling cheques.
- Managing incoming and outgoing courier requests.
- Coordinating the weekly package to be sent to the Calgary office and vice versa from Calgary to Edmonton.
- Booking, tracking, and following up with courier trips as required. This includes providing estimates for owner requested trips which must be paid prior to booking.
- Receive courier drop-offs and provide to corresponding associate.
- Monitoring and creating requests for office and courier supplies.
- Ensures all common office spaces are clean, well-maintained, and fully equipped including the kitchens, boardrooms, and photocopy rooms. Restocking kitchen and coffee bar supplies regularly.
- Process and respond to general office-related inquiries from clients, vendors and associates.
- Reports safety and equipment issues
- Completing printout requests for associates working remotely.
- Completing ad hoc tasks assigned by Office Manager and Edmonton Regional Director to support the local team.

**Education and Experience**
- possess a general understanding of condominium and property management and applicable legislations
- Minimum of 1-2 years experience in a fast-paced administrative role
- Organized and detail orientated.
- Possess a friendly, professional, welcoming, and supportive demeanor.
- Customer Service focused with the ability to deal with dissatisfied clients in a professional and poli

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