Office Administrator

2 weeks ago

Vancouver, Canada Duka Property Management Inc. Full time

The Office Administrator is to provide friendly, courteous assistance to owners and trades of the Strata Corporation. The Office Administrator will report to the Strata Manager and is required to work independently with the least amount of supervision. The Office Administrator is expected to develop a good working rapport with owners and trades. A diplomatic professional attitude must be always maintained when dealing with the public and owners of the Strata Corporation. The Office Administrator is a hybrid position requiring both in-office/on-site and remote work.

Here are the outlines of the Office Administrator’s responsibilities (including but not limited to):

- Communicate and get instructions from the Strata Manager and report to them daily.
- Answer and maintain a record of all phone calls and take detailed messages as needed.
- Communicate with the Strata Council as instructed by the Strata Manager.
- Greet all clients, visitors, unit owners, residents/tenants, contractors, and people dropping by the company and ensure the needs of each person are met.
- Oversee and work professionally with superintendents, cleaners, and security officers regarding the daily affairs of the Strata Corporation.
- Prepare all outgoing mail for distribution and ensure mail out of different packages such as budget letters, AGM packages, etc.
- Monitor and maintain office supplies inventories (make orders to Suppliers as needed as per the Strata Manager’s instructions).
- Ensure office equipment is properly maintained and serviced.
- Act as the receiver of any items delivered to the company’s address.
- Compose and process various documents, reports, and correspondence to unit owners, residents/tenants, Strata Council, 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 summaries, service agreements, site information, liens’ record, contracts renewal, and expiry list on a daily/weekly basis/ as required.
- Maintain updated information on all trades including insurance coverage and WCB Coverage.
- Persistently handle Strata Fee arrears monthly, take proper and timely action in collecting outstanding arrears, and report/update the Strata Manager with the units in arrears.
- Receive cheques and/or payments for Strata Fees, 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 Strata Fee Payment list/record.
- 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 Strata Manager’s Instructions.
- Book amenities for residents on the calendar in the guest book and notify the concierge and cleaning company.
- Obtain quotations and specifications from contractors, coordinate all paperwork, and create spreadsheets for comparisons, in preparation for Strata Council meetings as per the Strata Manager’s instructions.
- Ensure preparation of packages for Strate Council and Annual General Meetings as per instructions of the Strata Manager.
- Monitor visits and services from all trades, and file all packing slips and/or work orders for the process of payments. Also, verify and attach corresponding packing slips, work orders, or purchase orders to invoices for the Strata Manager to check and approve.
- 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.
- Perform periodic site inspections including checking the overall appearance, deficiencies, landscaping, fire equipment, utility rooms, garbage rooms etc. as per the Strata Manager’s instructions.
- Maintain/update records of petty cash and receipts.
- Deposit Owners’ cheques to Strata Corporation’s bank account.
- Complete and Provide for signing Form B and Form F Information Certificates.
- Other 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: $41,000.00-$45,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

**Education**:

- DCS / DEC (preferred)

**Language**:

- Mandarin or Cantonese (preferred)

Work Location: Hybrid remote in Vancouver, BC V6C 2W2

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