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 aligned with your professional background.

Compensation
Employment Type

Temporary

Work Schedule

Monday to Friday

Detailed Job Description

Client Services Specialist

We are seeking a committed Client Services Specialist to enhance our operational efficiency. This role is essential for maintaining effective communication, precise record management, and timely service coordination across our properties. If you possess a keen eye for detail and a commitment to quality, this is an opportunity to make a meaningful contribution and further your career with us.

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.

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 company standards.
  2. Follow up with contractors regarding any pending POs to ensure timely project completion.
  3. Coordinate contractor schedules and arrange unit access as directed by the Property Manager, minimizing disruption to residents.

Documentation & Correspondence

  1. Draft violation notices for Owners/Residents as requested by the Property Manager, ensuring clarity and compliance with condominium regulations. Submit the final draft for approval before distribution and archive all correspondence appropriately.
  2. Monitor adherence to 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 proper 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 issues.
  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. Forward accounting-related inquiries to the accounting team, ensuring accurate communication and follow-up.

Client Interaction & Communication

  1. Act as the initial 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 by specific corporations.
  5. Deliver exceptional customer service and communication to all Owners/Residents, ensuring a positive and professional experience.

REQUIREMENTS:

  1. High school diploma or equivalent; post-secondary education in business administration or a related field is advantageous.
  2. Demonstrated experience in an administrative or clerical capacity, preferably 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 skills with the ability to manage multiple tasks and prioritize effectively.
  6. Excellent written and verbal communication abilities.
  7. Detail-oriented with a high level of accuracy in record-keeping and documentation.
  8. Ability to handle sensitive information with discretion and professionalism.
  9. Strong problem-solving skills and the capacity to work independently as well as 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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