Property Management Support Specialist

4 weeks ago

Toronto, Ontario, Canada FirstService Residential Full time

Residential Property Coordinator

FirstService Residential is a leader in the property management sector, delivering professional management services to over 9,000 residential communities across North America.

Our commitment to employee satisfaction and growth is recognized through our Great Place to Work certification, showcasing our dedication to creating a positive and inclusive workplace culture. Our 19,000 associates benefit from competitive compensation, comprehensive medical, dental, and retirement plans, along with career training and ongoing professional development support.

Experience a rewarding career in property management with FirstService Residential.

Why Choose Us

We provide a hybrid work environment with flexible hours and the possibility of 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 Residential Property Coordinator assists the Property Manager in the overall management of the site office and delivers exceptional customer service to owners, residents, contractors, and other visitors to the property.

Key Responsibilities

· Prepare necessary notices

· Address resident inquiries with professionalism and courtesy

· Handle phone calls courteously, take messages, or perform tasks as required

· Communicate with contractors as directed by the Property Manager, prepare call summaries, and include all relevant details for the Property Manager

· Collect and distribute mail appropriately

· Gather reports from the Concierge Desk, highlighting any matters requiring the Property Manager's attention

· Collect completed forms for filing, ensuring they are stamped received (e.g., Owner Information Form, Form 5, Tenant Information Form) and send via fax or email to Accounts Receivable

· Copy agendas, management reports, building inspections, and other documents as requested by the Property Manager

· Prepare packages for Board Members

· Date stamp invoices and checks upon receipt

· Record checks in the income intake report

· Reserve party rooms and collect payments according to policy

· Schedule elevators for deliveries and moves

· Respond to owner inquiries and requests

· Provide Status Certificates Request forms to owners

· Update Building Information Sheets as necessary

· Respond promptly to emergency situations

· Perform other 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 operations as needed to maintain workflow and meet schedules. Notify management of unusual equipment or operational issues and the need for additional materials and supplies.

· Participate in various meetings and workgroups to integrate activities, communicate issues, obtain approvals, resolve problems, and maintain knowledge of new developments, requirements, policies, and regulatory guidelines.

· Ensure compliance with all safety protocols while performing work.

· Follow all policies and Standard Operating Procedures as directed by management.

· Undertake a range of special projects, tasks, and other related duties as assigned.

Legislative Requirements

Assistant Property Coordinators 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 perform specific services under supervision, subject to certain conditions.

Education & Experience

Ontario Secondary School Diploma (or equivalent)

The ideal candidate will have at least 1 year of experience in the property management field.

Knowledge, Skills & Proficiencies

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

· Excellent interpersonal, telephone, 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 possessing strong time management skills

Disclaimer

The information provided in this description is intended to indicate the general nature and level of work performed by employees in this classification. It is not intended to be 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 at any time.

FirstService Residential is committed to diversity and inclusion in the workplace. We welcome and encourage 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. All applicants will receive consideration 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.

INDHON

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