Client Relations Coordinator

4 weeks ago

Ottawa, Ontario, Canada iCondo Property Management Full time

$17.50–$18.00 an hour - Temporary, Fixed term contract

Job Overview

This position is tailored for individuals who thrive in a structured environment and are committed to excellence in client relations.

Compensation

Competitive hourly wage.

Employment Type

Temporary

Work Schedule

Monday to Friday

Detailed Job Description

Client Services Specialist

We are seeking a meticulous Client Services Specialist to enhance our operational efficiency. This role is crucial for maintaining effective communication, precise documentation, and the timely coordination of services within our properties. If you possess a keen eye for detail and a commitment to high standards, this opportunity is designed for you.

Working Hours: Monday to Thursday; 8:30am-5:00pm & Friday; 8:30am-4:00pm

Contract Duration: This role is a 6-month contract with the possibility of extension based on performance metrics.

PRIMARY RESPONSIBILITIES:

Management of Purchase Orders (POs)

  1. Generate and distribute Purchase Orders (POs) in Shiftsuite for approval by the Property Manager, ensuring compliance with organizational standards.
  2. Engage with contractors regarding any pending POs, ensuring timely project completion.
  3. Facilitate the scheduling of contractor activities and coordinate unit access as instructed by the Property Manager, minimizing disruption to residents.

Documentation & Communication

  1. Compose violation notices for Owners/Residents as requested by the Property Manager, ensuring clarity and compliance with community regulations. Submit drafts for review and approval prior to distribution, archiving all correspondence appropriately.
  2. Track compliance with violation notices, following up post-deadline and escalating issues to the Property Manager as necessary.
  3. Prepare general notices for Owners/Residents for review and approval, ensuring accurate documentation in Shiftsuite for reporting.
  4. Respond promptly and professionally to routine inquiries from Owners/Residents (e.g., Insurance Certificates, Rules and Regulations, Statements of Account). Consult the Property Manager for complex inquiries.
  5. Draft chargeback letters, ensuring all relevant documentation (e.g., invoices) is included. Archive electronic copies in the unit correspondence files and forward necessary documents to Accounts Payable for processing.
  6. Assist the Property Manager with additional correspondence and document management tasks as needed.
  7. Direct accounting-related inquiries to the accounting team, ensuring accurate communication and follow-up.

Client Interaction & Communication

  1. Act as the primary point of contact for incoming calls, filtering inquiries and transferring only those requiring the Property Manager's direct attention.
  2. Record detailed messages, including the caller's name, address, and concern, ensuring accurate follow-up.
  3. Maintain the Owner's List in Shiftsuite, reflecting all ownership and tenancy changes, including parking and locker units. Notify the Property Manager of any discrepancies.
  4. Keep detailed records of all locker, vehicle, and parking units, ensuring accuracy and accessibility for the Property Manager. Manage additional tracking lists as required.
  5. Deliver exceptional customer service and communication to all Owners/Residents, ensuring a positive experience.

QUALIFICATIONS:

  1. High school diploma or equivalent; post-secondary education in business administration or a related field is preferred.
  2. Demonstrated experience in an administrative or clerical capacity, ideally within property management or a related sector.
  3. Prior customer service experience is essential.
  4. Proficient in property management software (e.g., Shiftsuite) and standard office applications (e.g., MS Office Suite).
  5. Strong organizational abilities with a capacity to manage multiple priorities effectively.
  6. Excellent written and verbal communication skills.
  7. Detail-oriented with a commitment to accuracy in documentation.
  8. Ability to handle sensitive information with confidentiality and professionalism.
  9. Strong problem-solving capabilities and the ability to work both independently and collaboratively.

If you possess the necessary skills and experience, we encourage you to submit your resume.

Job Type: Fixed term contract
Contract length: 6 months

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