Administrative Assistant

1 week ago

Ottawa, Canada Reid Management Full time

**Position**: Administrative Assistant/ Reception

**Reports to**: Property Manager & Board of Directors

**Purpose**: To carry out/or oversee all functions related to administration of the property.

**Responsibilities**:

- Prepare reports and correspondence for the Manager and the Board of Directors
- Assist the Manager and Superintendents in day-to-day operation of the property, including maintenance issues and emergencies.
- Receive Corporation correspondence and initiating action - e.g. work orders, inspections, phone call, reference to Manager
- Preparation and posting of notices
- Manage incident and security reports
- Collection of Condominium fees
- Scrutiny of Accounts Payable - matching invoices with work/purchase orders, verifying satisfactory completion of work and approval of invoices for payment.
- Maintain good public relations with owners, resolve residents inquires and service requests.
- Liaise with contractors, obtaining prices and preparing purchase orders, as needed.
- Maintain accounting records for the condominium
- Coordinate various functions such as parking, key control (Centaur System), gym/billiards/woodworking passes, (Centaur system, party room and elevator rentals, etc.
- Maintain residents database
- Maintain Sentex system (phone directory)
- General filing: including correspondence binder, unit files
- Sending receiving mail/courier services
- Order office supplies when needed
- Prepare charge back invoices to owner
- Prepare and edit correspondence, communications, and other documents
- Assist in the preparation of reports, memos, and presentations
- Perform general administrative duties such as filing, photocopying, and data entry

**Knowledge, Skills, Abilities**:

- Bilingualism is a must (French & English essential)
- Good oral and written communication skills
- Effective interpersonal skills and ability to deal with public pleasantly
- Ability to assume responsibility without direct supervision, exercise judgement and make decisions within the scope of authority
- Proactive approach to new situations
- Proven experience as an administrative assistant or in a similar role
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
- Excellent communication skills (both written and verbal)
- Strong organizational skills with the ability to multitask and prioritize tasks
- Attention to detail and problem-solving skills
- Ability to work independently with mínimal supervision
- High level of professionalism and confidentiality

Salary negotiable based on level of experience.

Benefits after successful completion of the probationary period.

Great experience for anyone pursuing a career in Property Management

**Job Types**: Full-time, Permanent

**Salary**: From $35,000.00 per year

**Benefits**:

- Extended health care
- On-site parking
- Paid time off

Schedule:

- Monday to Friday

**Experience**:

- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Ability to Commute:

- Ottawa, ON K1J 8K4 (required)

Work Location: In person

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