TPM Properties is seeking an experienced Administrative Supervisor to join our growing team!
TPM Properties is a long-established family-owned property management firm looking to expand its operations and portfolio. We need a high energy, highly skilled person to join our company to oversee a team of Admin Assistants to provide guidance and leadership while supporting our growth plan in place. This is a full-time position based out of our Victoria office.
Job overview:
Reporting to the Office Manager, the Administrative Supervisor would be responsible to provide guidance and leadership to team of three admin assistants, provide support for the office and to the Property Management (PM) team. The successful candidate must be an enthusiastic and self-motivated individual who enjoys going the extra mile. This is a full-time role, located in our Victoria office.
Administrative duties:
- Work with a team of administrative assists providing guidance and overseeing their workload while participating in the daily tasks and responsibilities within a busy work environment.
- Respond to all incoming emails, phone calls, inquires from clients and trades.
- Set up meetings (ie. Zoom) and maintain meeting schedules.
- Prepare agenda for the meeting and provide to PM for review.
- Take detailed minutes at meetings, as required.
- Assist with the creation of meeting minutes.
- Distribute meeting notices and meeting minutes, when approved.
- Prepare and send out complete AGM packages and all necessary documentation.
- Data entry - maintain and update various lists and databases (ex. parking list, locker list, owner list, tenant list, Building Stack, StrataPress, rental turnovers, etc.)
- Scanning & filing – hardcopy filing, scanning, and electronic filing of electronic documents.
- Record keeping – ensure accurate and comprehensive records of properties are maintained.
- Create templates, standard forms and notices, as per the direction of the PM team.
- Arrange for the distribution of keys, fobs, updating contact information, as needed.
- Onboard new properties.
- Assist reception during periods of work overflow, cover breaks and provide vacation relief.
Additional responsibilities:
This role will also be responsible to assist the Property Managers (PMs) with the following:
- Maintain ongoing communication with the PM team to keep them informed of important issues that arise, the status of various projects and reminders of upcoming deadlines.
- Compose/prepare/format various letters, general notices, caution notices, email correspondence, etc.
- Prepare strata binders (ie. add minutes, financials, payables, etc.) for PM team prior to all meetings.
- Work with the finance department to arrange arrears collection.
- Request quotes and order items and/or services on behalf of PM team, when requested.
Qualifications:
- A minimum of 5 years of experience within an Executive or Admin Assistant role - required.
- A minimum of 2 – 3 years of supervisory experience - required
- A minimum 2 years of experience within the Property Management, Real Estate or Mortgage Broker industries or within a Legal Assistant role – strongly preferred.
- Ability to work effectively in a team environment and work independently with minimal supervision.
- Flexibility to adapt to rapidly changing priorities and openness to assist wherever needed.
- Excellent verbal and written communication skills; ability to listen, simplify, and disseminate information across audiences.
- Ability to work in a fast-paced environment and responding well in high-pressure situations.
- Strong interpersonal skills; energetic, positive, professional, discreet, and customer service driven.
- Must display excellent time management skills, a high degree of accuracy and attention to detail.
- Ability to prioritize tasks and meet deadlines.
- Highly proficient in Microsoft Office (Word, Excel) - required.
We would like to thank all applicants for their interest; please note that only those candidates selected for an interview will be contacted. No phone calls please.
Pay: $53,000.00-$58,000.00 per year
Benefits:
- Company events
- Extended health care
- On-site parking
- Paid time off
Application question(s):
- Are you located in the Victoria area and willing to commute daily to the office?
Experience:
- administrative : 5 years (required)
- supervisory : 2 years (required)
Location:
Work Location: In person
