Office Assistant

2 days ago

Calgary, Alberta, Canada Trico Communities Full time

As the Office Assistant, you will support the daily operations of Trico Communities by providing essential administrative and organizational assistance. This role requires a proactive and detail-oriented individual who can manage communications, coordinate meetings, and maintain office efficiency. You will be expected to demonstrate and live the TCI values of Trust, Respect, Integrity, Community and Opportunity at all times. The Office Assistant will be responsible for assisting incoming and outgoing residents, maintaining active lines of communication with residents, coordinate maintenance and housekeeping work. You will be responsible and accountable for providing all residents and prospects with superior customer service, ensuring property cleanliness is maintained and that all rules and regulations are being followed by all community members. The Office Assistant will become familiar with all aspects of residential property management, including social media streams. This role is designed to provide opportunities for growth, advancement and leadership in a fast paced environment.

Core Competencies

  • Organizational skills;
  • Time management and multi-tasking skills;
  • Detail oriented;
  • Strong oral and written communication skills;
  • Proficiency in Yardi and computer software systems;
  • Exceptional customer service and listening skills;
  • Commitment to professional development and continuous learning;
  • High initiative and strong problem solving skills;
  • High energy, accountability and dependability;
  • Ethics and integrity;
  • Strong stress management skills;
  • Teamwork;
  • Calmness while under pressure;
  • Genuine, professional and empathetic;

Job Duties

  • Support the Office Manager and team with administrative duties, including answering calls, responding to emails, scheduling meetings, and maintaining calendars.
  • Manage office documentation, ensuring accurate filing of physical and digital records for efficient retrieval.
  • Assist with drafting correspondence, preparing reports, and creating presentations as needed.
  • Handle incoming and outgoing mail and deliveries, ensuring timely processing.
  • Maintain office supplies by coordinating with vendors, managing inventory, and placing orders.
  • Greet visitors warmly and direct them to the appropriate departments or staff members.
  • Assist in organizing office events, team meetings, and community engagement activities.
  • Provide support in maintaining financial records, including basic bookkeeping and invoice processing.
  • Help maintain an organized and professional office environment, ensuring all areas remain clean and functional.
  • Support internal communications by updating office notices, assisting with newsletters, and maintaining records.
  • Collaborate with different departments to support special projects and initiatives as needed.
  • Adhere to office policies and procedures, ensuring compliance with company standards.
  • Perform other administrative tasks as assigned by the Office Manager.

Qualifications

  • A High School Diploma or Equivalent;
  • Strong knowledge of the Residential Tenancy Act of Alberta;
  • Flexibility to work on-call on a rotating schedule (evenings & weekends);
  • Must be willing to travel to other properties in Calgary if required
  • A professional demeanor with strong communication skills;
  • A demonstrated high degree of integrity, discretion, and confidentiality;
  • Ability to accurately listen, understand and respond to issues appropriately;
  • Ability to work and act independently using good judgment;
  • Superior organizational and time management skills with ability to multi-task/prioritize and work under tight timelines;

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