OVERVIEW
The Administrative Assistant will work independently but takes direction from and reports directly to the General Manager. They are expected to provide guidance to employees, when necessary, while operating with the highest level of confidentiality. This position interacts with a wide variety of internal and external representatives including employees, suite owners, renters, technical experts, and other stakeholders.
Administrative Services:
Work with the management and operation teams to support the fulfillment of the organization’s vision, mission, and goals.
· Communicate with various stakeholders to ensure tenant information is kept up to date.
· Monitor office stock and order supplies for administrative department.
· Ensure all office equipment is maintained and operating as expected.
· Track building equipment and maintenance incidents and concerns.
· Assist other departments with resident sheets and tracking forms.
· Support the General Manager when completing resident scheduling and arranging for coverage.
· Complete operation financial tasks including billing and recording payments from residents.
Resident Services:
Build positive and productive relationships with potential clients, residents, employees, and stakeholders through every interaction.
· Provide excellent client service and assist with daily issues as the first point of contact.
· Complete receptionist duties such as answering phone lines, responding to general enquiries, greeting visitors, and providing referrals when appropriate.
· Direct interested community members to the appropriate resources and educate them on building amenities.
· Welcome new residents to the building and ensure the general manager is prepared for new resident paperwork.
· Assist residents with telecommunications hardware issues, escalate issues to service provider as required.
· Lead the front desk volunteer program, to ensure support is provided to residents on the weekends.
· Support the Strata and assist with Strata run resident programs.
· Organize social functions for employees and residents at the direction of the General Manager.
· Ensure technological and telecommunications needs are maintained, resolving computer software and hardware problems with information technology employees.
· Track resident and business IT incidents for the Executive team.
Other duties as required.
Qualifications:
Requirements:
· Minimum two years of related experience with proven results OR successful completion of related post-secondary office skill trainings
· Strong computer skills. Familiar with the Microsoft Office suite: Word, Excel, and Outlook.
· Ability to create, post, and update e-newsletter and website.
· Satisfactory criminal record check.
Skills & Abilities:
Demonstrated ability to:
· Work with seniors and provide effective communication, compassion, and patience
· Execute advanced office procedures and practices.
· Effectively manage financials with basic bookkeeping skills.
· Demonstrate their Strong computer skills including bookkeeping software, Word, Excel, and Outlook.
· Strong organizational and planning skills.
· Strong problem-solving skills and able to resolve minor issues as they arise.
· Take direction and adapt, when necessary.
Job Type: Full-time
Pay: $20.00-$23.00 per hour
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- RRSP match
Work Location: In person
