Office Coordinator
5 months ago
**Position**: Office Coordinator
**Start Date**: Flexible, with a target no later than November 1
**Work Location**:Front desk at 69 Belvedere Avenue, Charlottetown
**Work Hours**: 8am-4pm, Monday to Friday, totaling 40 hours weekly
**Benefits**: Comprehensive employee health and dental plan, plus 4% vacation pay
**Compensation**: Competitive pay range of $40,000 to $44,000 per year, commensurate with experience and qualifications
**Reporting Manager**: Director of Operations
**Role Overview**:
As the Office Coordinator, you're the first point of contact for our clients, making their experience exceptional from the moment they walk in. Your vibrant personality and dedication to excellent customer service will shine through as you take on various responsibilities. The position will be responsible for scheduling and monitoring the day-to
- day activity of a maintenance and renovation team of 15. The role also oversees daily operations of the office including tracking inventory, monitoring supplies, and maintaining cleanliness. This position reports to the Director of Operations.
**Key Responsibilities**:
- Schedule and coordinate maintenance and renovation projects efficiently
- Manage maintenance emergencies with a swift response and effective coordination
- Serve as the primary liaison for the maintenance team
- Communicate with contractors, plumbers, electricians, and other service providers for quotes and repairs
- Maintain records of maintenance supplies and equipment, ensuring availability and restocking as needed
- Be able to meet tight deadlines
- Collect and submit all IRAC hearing information and schedule accordingly
- Collect rent payments and record in industry-specific software
- Add new properties, add property information and update properties in our maintenance software program
- Respond to tenant questions and escalate task, if required
- Assist in managing the maintenance budget by tracking expenses, obtaining quotes, and suggesting cost-effective solutions
- Keep tenants and property managers informed about maintenance schedules, repair progress, and access to units
- Perform regular accounting exercises to ensure accurate job costing
- Collect invoices from third-party suppliers as required
- Maintain meticulous records of maintenance activities, work orders, and vendor interactions for future reference
- Input maintenance jobs into our management scheduling software
- Collaborate with the accounting team to ensure accurate and timely invoicing
- Coordinate with the maintenance supervisor and director of operations for upcoming projects
- Obtain quotes from third-party vendors, when necessary
- Manage the front desk of our Red Sands office, welcoming visitors with a friendly attitude
- Oversee office supplies inventory and ensure the office remains organized
- Undertake minor weekly cleaning duties in common office areas
- Handle office mail and banking tasks
- Facilitate mass communications to tenants
- Assist in marketing-related projects, as needed
- Any other duties assigned by the Red Sands Management Team.
**Required Skills**:
- Exceptional organizational skills and attention to detail
- Ability to thrive under pressure in a fast-paced environment
- Experience with online social media campaigns and paid advertisements
- Comfortable making and receiving frequent phone calls
- Proficient in office administrative duties
- Familiarity with Microsoft Office Suite, including Word, Excel, and PowerPoint
- Keen on maintaining a clean and organized workspace
**Qualifications**:
- Minimum of 5 years' experience in a related field, including office management experience
- Background in real estate, property management, or the construction industry
- A college diploma or degree in management would be an asset
- Clean criminal background check
- Possession of a valid driver's license and reliable vehicle
**Job Types**: Full-time, Permanent
**Salary**: $40,000.00-$44,000.00 per year
**Benefits**:
- Extended health care
- On-site parking
Schedule:
- 8 hour shift
- Monday to Friday
Application question(s):
- Do you live on PEI?
- Can you pass a criminal background check?
- Do you have your driver's license and access to a reliable vehicle?
**Experience**:
- office: 5 years (required)
Work Location: In person
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