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Residential Property Coordinator
2 months ago
We are seeking a highly organized and detail-oriented Property Management Assistant to join our team at FirstService Residential Canada. As a key member of our property management team, you will provide exceptional support services to our Property Managers and deliver outstanding customer service to our clients.
Key Responsibilities- Prepare notices and correspondence as needed
- Address resident inquiries with courtesy and professionalism
- Communicate with vendors and tradespeople as requested by Property Managers
- Obtain and distribute mail and reports
- Prepare and file documents, including owner information forms and tenant information forms
- Copy and distribute agendas, manager's reports, and other documents as requested
- Prepare packages for Board Members
- Date stamp invoices and cheques when received
- Enter cheques in the income intake report
- Book party rooms and collect money as per policy
- Book elevators for deliveries and moves
- Answer owner inquiries and requests
- Provide Status Certificate Request forms to owners
- Update Building Information Sheets as needed
- Respond to emergency situations in a timely manner
- Practice and adhere to FirstService Residential Global Service Standards
- Conduct business with the highest standards of personal, professional, and ethical conduct
- Perform or assist with any operations as required to maintain workflow and meet schedules
- Notify supervision of unusual equipment or operating problems and the need for additional material and supplies
- Participate in meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines
- Ensure all safety precautions are followed while performing work
- Follow all policies and Standard Operating Procedures as instructed by Management
- Perform any range of special projects, tasks, and other related duties as assigned
Assistant Property Managers who do not hold a Limited License cannot perform any of the condominium management services outlined below, even if they work under the supervision of a General or Transitional General Licensee (supervising licensee).
Assistant Property Managers who hold a Limited License are permitted to perform condominium management services under the supervision of a supervising licensee, subject to the conditions outlined below:
- The Licensee shall not enter into, extend, renew, or terminate a contract or other agreement on behalf of a client except with the prior approval of the supervising licensee.
- The Licensee cannot make any expenditures of more than $500 of the client's money, not including the reserve fund, except with the prior approval of the Supervising Licensee.
- The Licensee shall not make expenditures out of, invest, or otherwise make dispositions of a client's reserve fund.
- The Licensee shall not sign status certificates under the Condominium Act, 1998 on behalf of a client.
- The Licensee shall not, on behalf of a client, give anything to an owner or mortgagee that the client is required to give to an owner or mortgagee under the Condominium Act, 1998.
A Limited Licensee may perform an action in 1 or 2 above without the prior approval of a supervising licensee if it is necessary to ensure the immediate safety or security of persons using the property or to prevent imminent damage to the property or assets of the client.
Education and ExperienceOntario Secondary School Diploma (or equivalent)
The ideal candidate will possess a minimum of 1 year of experience in Property Management industry
Knowledge, Skills, and Proficiencies- Exceptional time management, organization skills, and problem-solving
- Excellent interpersonal, phone, and customer service skills
- Ability to establish strong relationships with owners, vendors, coworkers, etc.
- Proficient English speaking and writing skills
- Excellent computer skills
- Proactive problem and solutions recognition
- Excellent customer service skills
- Detailed-oriented, organized, and have strong time management skills
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification.
It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.
This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties, and responsibilities to this job at any time.
