Amhurst Property Management, a well-established Calgary property management firm with 45 years of experience, is seeking a detail-oriented and service-focused Condominium Administrator to join our team.
About the Role
As our Condominium Administrator, you'll be the first point of contact for condominium boards, owners, and residents. This position requires someone who thrives in a dynamic environment where no two days are the same. You'll work closely with our property managers to ensure smooth day-to-day operations while building strong relationships with the communities we serve.
What You'll Be Doing
Daily Operations
- Answer phone calls and respond to emails from owners, residents, and board members, providing timely and professional assistance
- Maintain accurate and up-to-date unit and owner records in our property management software
- Follow up on outstanding arrears and prepare collection correspondence
- Coordinate elevator bookings, key and fob distribution, move-in and move-out procedures, and other bookings
- Create and track work orders and purchase orders, ensuring timely follow-up with contractors and vendors
Administrative Support
- Prepare board meeting packages, including agendas, previous meeting minutes, financial reports, and supporting documentation
- Draft and distribute owner correspondence, notices, statements, and announcements by email and mail
- Organize and maintain both electronic and physical filing systems for condominium corporation records, ensuring easy retrieval when needed
- Assist property managers with budget preparation, year-end reporting, and annual general meeting coordination
- Handle document requests such as estoppel certificates, sales and purchase documents, and other owner information packages
Problem Solving & Customer Service
- Address resident service requests and concerns, determining when you can resolve issues directly versus when to escalate to property managers
- Manage difficult conversations with professionalism and patience, de-escalating conflicts when they arise
- Coordinate with building staff, contractors, and service providers to ensure timely resolution of maintenance and repair issues
- Monitor compliance with condominium bylaws and rules, tactfully addressing violations as they occur
What We're Looking For
Experience & Education
- Minimum 2 years of administrative experience in a professional office environment
- Property management or real estate background is an advantage, but not required. Being willing to learn and grow is essential.
- High school diploma required; post-secondary education in administration, property management, or related field is an asset
Technical Skills
- Strong proficiency with Microsoft Excel (creating spreadsheets, using formulas, managing data)
- Comfortable with Microsoft Word for correspondence and document preparation
- Efficient with Outlook for email management and calendar coordination
- Ability to learn new software quickly (we use property management software for day-to-day operations)
- Comfortable with basic troubleshooting of office equipment and technology
Personal Qualities
- Excellent communicator who can adjust their style depending on whether you're speaking with board members, upset owners, or contractors
- Highly organized with strong attention to detail. You catch errors before they become problems
- Natural problem-solver who doesn't need constant direction but knows when to ask for help
- Able to juggle multiple tasks and competing priorities without dropping the ball
- Professional demeanor even when dealing with frustrated or demanding individuals
- Self-motivated and reliable—you take ownership of your responsibilities
Practical Requirements
- Flexible to occasionally attend evening board meetings or respond to urgent situations outside regular business hours
Nice to Have
- Experience with property management software.
- Familiarity with Alberta's Condominium Property Act
- Understanding of basic building systems and maintenance terminology
Why Join Amhurst?
We're a locally-owned company that's been serving Calgary communities since 1980. Unlike larger corporate property management firms, we offer a collaborative team environment where you'll get to know our clients personally and see the direct impact of your work. We invest in our people through ongoing training, encourage professional development, and promote from within whenever possible.
You'll work regular business hours Monday to Friday, with occasional flexibility needed for evening meetings. Our office is located downtown, and is one block from the LRT station.
How to Apply
Send your resume and a cover letter to [email protected]. In your cover letter, tell us about a time you had to handle a difficult customer service situation and how you resolved it. We want to hear about your approach to problem-solving and customer service in your own words.
We appreciate all applications, but will only be contacting candidates selected for interviews.
Job Types: Full-time, Permanent
Pay: $22.00-$27.00 per hour
Work Location: In person
