Description
Job Description
Reporting to the Office Manager, with indirect oversight from the Vice President, Community Management, the Office Operations Coordinator provides operational and administrative support to ensure the seamless execution of day-to-day business activities. This role offers valuable exposure to executive decision-making and collaboration with senior leadership, contributing to the effective alignment of company goals. While focused on task management and operational efficiency, this role does not involve direct personnel supervision, allowing you to build essential business management and organizational skills.
Essential Duties & Responsibilities
Front Desk:
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Serve as a first point of contact, providing information to owners, tenants, vendors, and visitors, while maintaining a professional and welcoming atmosphere.
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Manage the distribution and coordination of keys, fobs, parking passes, and access devices, ensuring the timely preparation and collection of these items.
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Process payments and refundable deposits (in-person and by mail), issue receipts, and coordinate with the Accounts Receivable department to ensure compliance with RECA regulations.
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Manage vendor deliveries, couriers, and drop boxes, ensuring the efficient flow of operations.
General office and administrative duties:
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Oversee office operations including mail management, invoice tracking, and confidential document handling, ensuring accuracy and compliance with company procedures.
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Support the Edmonton Administrative Assistant with coordinating courier services and preparing shipments, providing cost estimates and maintaining a streamlined process for inter-office packages.
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Maintain office supplies inventory, reconciling billing and chargebacks, and ensure the office is fully equipped to meet daily operational demands.
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Assist the IT department with equipment management and support, offering hands-on solutions to technical issues.
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Facilitate the onboarding and offboarding of employees, managing access devices, parking, and office resources, and maintaining up-to-date office maps and directories.
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Act as a Health and Safety Committee member and designated First Aid responder, ensuring a safe work environment and delivering safety orientations for new employees.
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Contribute to employee events and office initiatives under the guidance of the Office Manager.
Executive Administrative Support:
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Provide high-level administrative support to senior executives, including the Market President, Vice President, Director of Client Accounting, and Regional Directors. This involves managing schedules, preparing presentation materials, and assisting with strategic planning efforts.
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Act as a "Brand Ambassador," upholding the company's image and supporting business development initiatives.
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Participate in cross-functional projects and strategic discussions, gaining valuable insights into business operations, financial management, and resource allocation.
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Support the Business Development Director by managing event logistics and ensuring the timely purchase of promotional materials.
Additional Duties & Responsibilities
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Practice and adhere to FirstService Residential Global Service Standards.
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Always conduct business with the highest standards of personal, professional and ethical conduct.
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Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
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May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain a specified level of knowledge about new developments, requirements, policies, and regulatory guidelines.
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Ensure all safety precautions are followed while performing the work.
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Follow all policies and Standard Operating Procedures as instructed by Management.
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Perform any range of special projects, tasks and other related duties as assigned
Knowledge, Skills & Proficiencies
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A general understanding of condominium and property management, including relevant legislation, is an asset.
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2-3 years of experience in a fast-paced administrative role, with a proven track record of supporting organizational efficiency.
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Completion of an administrative program or diploma is preferred, though not required.
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Strong verbal and written communication skills, with a demonstrated ability to engage professionally with clients, vendors, and team members.
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A deep understanding of administrative and operational best practices, with the ability to manage multiple priorities and meet deadlines.
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Proficient in Microsoft Office Suite, including Word, Excel, and Outlook.
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Customer service-oriented, with the ability to handle difficult situations calmly and professionally.
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A friendly, professional, and positive demeanor, coupled with integrity and discretion in all interactions.
Tools & Equipment used
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General office equipment.
Physical Requirements/Working Environment
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Ability to sit for extended periods and work at a computer
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Ability to lift up to 25 lbs using proper techniques
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Frequent interaction with individuals in person and by phone
Disclaimer
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.
Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.
Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.
Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel
[email protected].
Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at
[email protected]; we will respond in accordance with Local Law 144, within 30 days.
