Administrative Assistant

The Administrative Assistant contributes to the efficient day-to-day operations of Imperial Properties, and supports the work of management, and other staff.

Primary Duties and Responsibilities:

Reception

• Coordinate reception staffing during regulars office hours
• Answer general phone inquiries in a professional and courteous manner
• Direct and relay phone/email inquiries to the appropriate staff member
• Greet visitors to the organization in a professional and friendly manner
• Maintain a clean and organized reception area

Office Administration

• Use computer word processing, spreadsheet and property management software
• Sort incoming email, mail, faxes and packages
• Prepare and send outgoing email, mail, faxes and packages
• Set up and maintain Unit Owner & Board Member records
• Upkeep of hard copy and electronic files, ensuring high level of accuracy
• Maintain inventory of stationery, supplies and other consumables for the office
• Provide administrative support to the Property Managers and other staff

Resident Requests

• Assist residents with maintenance requests and coordinate it with the Property Managers.
• Draft memos and/or making phone calls to unit owners and board members for ad-hoc and preventive maintenance scheduling.
• Maintain preventive maintenance calendars
• Ensure that trouble calls received from clients are acted upon.
• Electronic and paper filing

Other duties may be assigned as necessary.

Working Conditions

The Administrative Assistant will work 37.5 hours / week, Monday through Friday, from 9:00 AM to 5:00 PM. With 30 minutes allotted for unpaid lunch break.

Occasional overtime may be required to deal with urgent tasks or attend meetings with Property Manager to take meeting minutes.

Job Type: Full-time

Pay: $17.50-$18.50 per hour

Expected hours: 37.5 per week

Benefits:

• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• RRSP match
• Vision care

Work Location: In person