The Head Office Administrator is responsible for several properties. The successful candidate will also keep property managers informed about all daily business and issues. Skilled in providing excellent customer service, the Head Office Administrator is the face of Duka Property Management to residents, owners and trades.
Our ideal candidate is:
- A high school graduate (candidates with post-secondary education preferred)
- Has one to two years of experience in an administrative role, preferably in property management or customer service in an office environment
In this role you will:
- Report to the Office Manager on daily basis
- Check e-mails, correspondence, faxes and respond within 24 hours
- Answer calls, take detailed messages and record calls
- Prepare all outgoing mail and ensure timely distribution
- Receive all items delivered to the company’s address
- Fax, scan and copy various documents as required
- Compose and process various documents, reports and correspondence to unit owners, residents and tenants, board of directors and contractors
- Maintain soft and hard copies of letters, correspondence, memos, requests, notices, and file them as per company requirements
- Update and maintain databases, for example, owners’ lists, trades’ lists, service agreements, contract summaries, site information and liens’ lists
- Update information on all trades, for example, insurance coverage and Workplace Safety and Insurance Board (WSIB) coverage
- Ensure timely collection of common element fees arrears and outstanding charges and report to Office Manager
- Assist the Office Manager with event planning
- Prepare Annual General Meeting (AGM) packages as instructed by Property Managers
- Handle trade access to units and utility rooms by supplying unit door keys, unit mail box keys, keys for common areas
Duka welcomes applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.