Careers

Job Description

Core Competencies:

• Demonstrates outstanding judgement by conducting oneself discreetly when handling confidential information.
• Customer focused.
• Above average communication skills.
• Ability to maintain composure in stressful situations.
• Ability to work independently as well as in a team environment.
• Above average problem-solving skills.
• Strong sense of ownership and accountability in all that is assigned.
• Highly dependable.
• Ability to manage time effectively and prioritize conflicting deadlines.
• Strong level of confidence and maturity in dealing with all levels of management.
• Strong commitment to accuracy and attention to detail.

Job Duties:

• Support the three Directors of the Residential Property Management Department.
• Act as a point of contact for Directors in their absence.
• Effectively interact with clients (internal/external), business partners, and other parties.
• Assisting with colleagues and managers with administrative tasks as needed.
• Providing general support to the team and contributing to a smooth workflow.
• Collaborate closely with colleagues to maintain a cohesive and responsive environment.
• Provide back-up support for the Front Desk Administration Team during vacations and absences.
• Welcome and greet visitors with professionalism and warmth, creating a positive first impression.
• Manage incoming telephone calls and in-person inquiries, adeptly determining the purpose of contact and responding accordingly.
• Responding to emails, letters, and other communications.
• Greeting visitors and providing information or assistance.
• Offer/provide visitors refreshments as required.
• Managing appointments, meetings, and conference calls.
• Coordinating schedules for executives or team members.
• Sending reminders for upcoming events or deadlines.
• Arranging meeting logistics, including room setup, catering, and technology.
• Sending out invitations, managing RSVPs, and preparing materials.
• Ensure boardroom, and meeting rooms are clean and tidy prior to and following each use.
• Drafting, formatting, and proofreading documents, reports, and presentations.
• Organizing and maintaining physical and digital file records.
• Creating and updating spreadsheets and databases.
• Sorting and distributing incoming mail and packages.
• Preparing outgoing mail and packages, including shipping arrangements.
• Handling interoffice communications and distribution of memos or announcements.
• Inputting data accurately into databases or systems.
• Maintaining up-to-date records of contacts, inventory, or other relevant information.
• Monitoring and replenishing office supplies, kitchen supplies, and equipment.
• Coordinating orders and purchases of office and kitchen materials.

Additional Duties- Relief for Front Desk Operations

• Provide back up support for The Front Desk Administration Team during vacations and absences by greeting all visitor and responding to telephone and in-person inquiries from clients, business partners, and other parties to ascertain the nature of the business.
• Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence; accept and monitor inbound shipments, as necessary.
• Take and record telephone, e-mail, or written message for staff members.
• Follow the policy/guidelines on security protocol for the admission of guests beyond the reception area.
• Operate mail room equipment.

Skills & Qualifications:

• Post‐Secondary Education with a combination of experience.
• 1 to 3 years of experience in a similar role; Residential Property Management experience preferred.
• Experience providing direct support to Senior Management.
• Proficient keyboard skills with an emphasis on accuracy and speed.
• Advanced level knowledge of Microsoft Office products, including Excel & Word.
• Experience using a computer-based accounting package.
• Experience scheduling and coordinating meetings, maintaining schedules and calendars, and booking rooms.
• Ability to occasionally lift items as heavy as 50 lbs.