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Property Management Assistant

3 months ago

Toronto, Ontario, Canada FirstService Residential Full time

Assistant Property Manager

FirstService Residential is at the forefront of property management, delivering exceptional association management services to a vast number of residential communities across North America.

Our commitment to employee satisfaction and professional growth is highlighted by our Great Place to Work certification, showcasing our dedication to nurturing a positive and inclusive workplace environment. Our team members benefit from competitive compensation, comprehensive medical, dental, and retirement plans, as well as opportunities for career advancement and ongoing professional development.

Experience a rewarding career in property management with FirstService Residential.

Why Choose Us?

We provide a flexible working environment with options for hybrid work and a modified 4.5-day work week. Our extensive benefits package includes a Health Spending Account, Workperks, and more. Most importantly, we are dedicated to empowering, developing, and supporting all our associates.

The Assistant Property Manager plays a crucial role in supporting the Property Manager with the daily operations of the site office while delivering outstanding customer service to owners, residents, contractors, and visitors.

Key Responsibilities

· Draft notices as required

· Address resident inquiries with professionalism and courtesy

· Manage phone communications, taking messages or performing tasks as necessary

· Liaise with contractors as directed by the Property Manager, summarizing calls and providing details

· Collect and distribute mail appropriately

· Review reports from the Concierge Desk, flagging items needing the Property Manager's attention

· Ensure all completed forms are filed correctly and sent to Accounts Receivable

· Copy agendas, management reports, building inspections, and other documents as requested

· Prepare materials for Board Members

· Date stamp and process invoices and checks upon receipt

· Record checks in the income intake report

· Reserve party rooms and manage payments in accordance with policy

· Schedule elevator use for deliveries and moves

· Respond to owner inquiries and requests

· Provide Status Certificates Request forms to owners

· Update Building Information Sheets as necessary

· Act promptly in emergency situations

· Perform additional duties as assigned

Additional Responsibilities

· Adhere to FirstService Residential Global Service Standards.

· Conduct business with the highest standards of personal, professional, and ethical conduct.

· Assist with various operations to maintain workflow and meet deadlines. Report any unusual equipment or operational issues and the need for additional materials.

· Participate in meetings and workgroups to integrate activities, communicate issues, obtain approvals, resolve problems, and stay informed about new developments and regulatory guidelines.

· Follow all safety protocols while performing duties.

· Comply with all policies and Standard Operating Procedures as directed by Management.

· Undertake special projects and other related tasks as assigned.

Legislative Requirements

Assistant Property Managers without a Limited License are restricted from performing certain condominium management services, even under the supervision of a licensed manager. Those with a Limited License may carry out these services under supervision, subject to specific conditions.

Education & Experience

A minimum of an Ontario Secondary School Diploma (or equivalent) is required.

The ideal candidate will have at least one year of experience in the property management sector.

Knowledge, Skills & Proficiencies

· Strong time management, organizational skills, and problem-solving abilities

· Excellent interpersonal, phone, and customer service skills

· Ability to build strong relationships with owners, vendors, and colleagues

· Proficient in English, both spoken and written

· Strong computer skills

· Proactive in identifying problems and solutions

· Detail-oriented, organized, and adept at managing time effectively

Disclaimer

This job description is intended to convey the general nature and level of work performed by employees in this role. It is not a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position. Management reserves the right to assign or reassign schedules, duties, and responsibilities as necessary.

FirstService Residential is committed to creating a diverse and inclusive workforce and encourages applications from individuals with disabilities. Accommodations are available upon request for candidates participating in all aspects of the selection process.

FirstService Residential is an equal opportunity employer, ensuring that applicants are considered for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, or any other characteristic protected by law.

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