Head Office Administrator

5 months ago

Mississauga, Canada Duka Property Management Inc. Full time

The Head Office Administrator will be required to provide friendly, courteous assistance to all owners, visitors, clients and trades of the corporation. The Head Office Administrator reports to the Administrative Supervisor and is required to work independently with the least amount of supervision. The Head Office Administrator is expected to develop a good working rapport with owners and trades. A diplomatic professional attitude must be maintained at all times when dealing with the public and owners of the Corporation.

Main responsibilities of the Head Office Administrator will be (including but not limited to):

- Communicate and get instructions from the Office Manager and report to them as needed.
- Answer and maintain a record of all phone calls and take detailed messages as needed.
- Greet all clients, visitors, unit owners, residents/tenants, contractors, and people dropping by the company and ensure the needs of each person are met.
- Receive, sort, and distribute all incoming mail.
- Prepare all outgoing mail for distribution and ensure to mail out of different packages such as budget letters, AGM packages etc.
- Handle all requests for information and data.
- Resolve administrative problems and inquiries.
- Prepare written responses to routine inquiries.
- Monitor and maintain office supplies inventories (make orders to Suppliers as needed as per instructions).
- Ensure office equipment is properly maintained and serviced.
- Act as the receiver of any items delivered to the company’s address.
- Fax, scan, and copy various documents as required.
- Compose and process various documents, reports, and correspondence to unit owners, residents/tenants, Board of Directors, and Contractors as and when required.
- Maintain soft and hard copies of letters, correspondence, memos, requests, notices, etc., and keep them filed in an organized manner.
- Retrieve documents from the filing system as needed.
- Update and maintain databases such as: owners’ lists, contract summary, service agreements, site information, liens’ record, contracts renewal, and expiry lists on a daily/weekly basis/ as required.
- Maintain updated information of all trades including insurance coverage and WSIB.
- Persistently handle Common Element Fee arrears on a monthly basis, take proper and timely action in collecting outstanding arrears and report/update Condominium Manager with the units in arrears.
- Keep the work area and office clean and tidy.
- Perform work-related errands as requested, such as going to the bank and the post office as needed.
- Assist with event planning as per the Office Manager’s Instructions.
- Book Guest Suites/Party Room/Elevator for residents as per policy, and coordinate with the cleaning company or security.
- Ensure preparation of packages for board meetings as per instructions of the Condominium Manager.
- Ensure preparation of AGM packages as per instructions of the Condominium Manager.
- Responsible for access control of units and utility rooms by the trades (unit door keys, unit mailbox keys, keys for common areas and lock boxes at the site, etc.), if applicable.
- Receive cheques and/or payments for the common element fees (no cash policy for CEF), issue receipts (triplicate receipts required: 1st copy to the customer, 2nd copy attached to payment, 3rd copy remains in the book for audits) for any payments, update CEF list/record.
- Preparation of Notice of Lien (Pre-Lien) and registration of Lien.
- Perform Arrears Audit.
- Draft management agreement, renewal agreement, amendment, and addendum.
- Preparation of Periodic Information Certificate, Information Certificate Update, and New Owner Information Certificate.
- File condominium returns and notices of change.
- Prepare request for records documents.
- Prepare monthly property management fees, mileage charges, and administration charges invoices for each property.
- Additional duties as may be assigned.

Application Process

Applicants should submit a résumé and cover letter outlining how they meet the specific requirements of the position.

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

Pay: $37,000.00-$40,000.00 per year

**Benefits**:

- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

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