Client Relations Administrator

4 weeks ago

Ottawa, Ontario, Canada Mattamy Homes Full time

Location:

Ottawa, Ontario – Hybrid (3 days/week in office)

Company:

Mattamy Homes Canada

Department:

Customer Care, Ottawa Division

Employment Type:

Full-Time, 1 Year Contract with high potential for permanent.

Reports to:

Senior Manager, Customer Care

At Mattamy Homes, we are dedicated to innovative homebuilding and creating thoughtfully designed communities. Our success is built on a foundation of exceptional individuals who embody optimism, diligence, and support. We foster an environment where team members are encouraged to express their true selves, and where every opinion is valued. Being part of Mattamy means contributing to an environmentally-conscious organization with ambitious goals for the future.

What We Offer

The Homeowner Experience Coordinator plays a vital role in the Customer Care Department, ensuring that every homeowner receives the best possible experience from the moment of purchase through the warranty period. The ideal candidate will handle daily administrative duties while serving as a point of contact for homeowner inquiries, directing them to the appropriate internal teams or external agencies.

Key Responsibilities

  • Maintain regular communication with homeowners regarding the status of their homes through weekly updates.
  • Prepare and distribute important construction notifications to homeowners.
  • Process amendments, critical dates, and deposit confirmation letters efficiently.
  • Document and archive all correspondence and notices in electronic files for homeowners.
  • Create cheque requisitions, coordinate with internal departments for processing, and ensure delivery via registered mail.
  • Monitor the Tarion portal for submissions related to Delayed Closing/Delayed Occupancy and manage processing.
  • Organize and facilitate homeowner information sessions, including evening events as required.
  • Develop and circulate quarterly Community Newsletters.
  • Support Customer Care Specialists during peak call/email periods to ensure timely responses.
  • Conduct weekly site visits to capture photographs for homeowners.
  • Lead in-person homeowner experience meetings on-site.
  • Collaborate with various internal departments to address issues and relay customer feedback.
  • Provide administrative assistance to Customer Care Specialists and the Senior Customer Care Manager, completing additional tasks as necessary.

Qualifications

  • Post-secondary degree or diploma.
  • Minimum of 2 years of experience in an administrative capacity, ideally within a corporate setting.
  • Background in customer service roles is preferred.
  • Proficient in MS Office, particularly Excel.
  • Strong organizational and time management abilities.
  • Capable of meeting deadlines in a fast-paced environment while maintaining a positive and adaptable attitude.
  • Self-motivated and confident, with the ability to work independently and collaboratively.
  • Outgoing personality with a professional demeanor when interacting with homeowners.
  • Exceptional communication skills, including research, writing, speaking, and listening.
  • Aptitude for building and sustaining relationships both internally and externally.

Bonus Points

  • Experience with a homebuilder or familiarity with Tarion.

At Mattamy, we are committed to creating a diverse and inclusive workplace where everyone can thrive. We value the unique contributions of each team member and are dedicated to fostering a welcoming environment. If you require accommodation during the selection process, please inform us, and we will work to meet your needs.

Qualified candidates will be contacted directly by our Talent Acquisition team.

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