JOB DESCRIPTION:

We are seeking a highly organized and detail-oriented Office Administrator / Receptionist to join our team. This role will provide administrative support for daily operations, assist with a variety of tasks, and communicate regularly with owners, trades, and the Strata Manager. The ideal candidate will be able to work independently with minimal supervision while maintaining a professional and diplomatic attitude at all times.
The Office Administrator / Receptionist will be expected to develop a strong working relationship with owners, trades, and other key personnel, always prioritizing excellent customer service. This position involves both in-office/on-site and remote work, and the successful candidate will have at least one (1) year of experience in property management or a related field.

Key Responsibilities:

• Communicate and collaborate with the Strata Manager, reporting on tasks and daily activities.
• Answer, forward, and respond to emails, faxes, and phone calls, taking detailed messages and assisting clients as needed.
• Greet clients, visitors, residents, contractors, and others, ensuring their needs are met professionally and courteously.
• Work with superintendents, cleaners, and security officers on the daily operations of the Strata Corporation.
• Prepare outgoing mail, including budget letters, AGM packages, and other correspondence.
• Maintain office supply inventories and order supplies as needed, in consultation with the Strata Manager.
• Handle the receipt of deliveries and ensure office equipment is properly maintained.
• Create and process documents, reports, and correspondence for owners, residents, Strata Council, and contractors.
• File and maintain both digital and physical copies of all documentation, including notices, memos, letters, and requests.
• Maintain and update owner databases, service agreements, contracts, and lien records on a regular basis.
• Manage Strata Fee arrears, taking action as needed to follow up with owners on outstanding payments.
• Issue receipts for Strata Fee payments and maintain accurate records of transactions.
• Assist with event planning and other administrative tasks as per the Strata Manager’s instructions.
• Coordinate and schedule bookings for amenities and work with contractors to obtain quotations for Strata Council meetings.
• Monitor trades and services, ensuring all relevant documentation is maintained and organized for invoicing and payment.
• Oversee access control for trades, contractors, and staff to common areas and utility rooms.
• Perform periodic site inspections to ensure the property is maintained, noting any deficiencies and reporting them to the Strata Manager.
• Maintain petty cash records and deposit payments into the Strata Corporation’s bank account.
• Compile and manage various forms for internal and external use.
• Process and deposit cheques accurately.
• Assist with AGM notices, meeting minutes template preparation, and correspondence letters.
• Handle updates and changes of ownership in the system.
• Perform updates to owner information as needed.
• Utilize Yardi and Rent Café for tasks as required.
• Other administrative duties as assigned by the Strata Manager.

Qualifications & Skills:

• 1+ year of experience in property management or a related administrative role.
• Strong computer skills; experience with estratahub, Yardi platforms is a plus.
• Proficient in Microsoft Office Suite or Google Workspace.
• Strong verbal and written communication skills.
• Ability to maintain a professional attitude when dealing with owners and trades.
• Experience or interest in pursuing strata or rental management courses is encouraged.

• Communicate and collaborate with the Strata Manager, reporting on tasks and daily activities.
• Answer, forward, and respond to emails, faxes, and phone calls, taking detailed messages and assisting clients as needed.
• Greet clients, visitors, residents, contractors, and others, ensuring their needs are met professionally and courteously.
• Work with superintendents, cleaners, and security officers on the daily operations of the Strata Corporation.
• Prepare outgoing mail, including budget letters, AGM packages, and other correspondence.
• Maintain office supply inventories and order supplies as needed, in consultation with the Strata Manager.
• Handle the receipt of deliveries and ensure office equipment is properly maintained.
• Create and process documents, reports, and correspondence for owners, residents, Strata Council, and contractors.
• File and maintain both digital and physical copies of all documentation, including notices, memos, letters, and requests.
• Maintain and update owner databases, service agreements, contracts, and lien records on a regular basis.
• Manage Strata Fee arrears, taking action as needed to follow up with owners on outstanding payments.
• Issue receipts for Strata Fee payments and maintain accurate records of transactions.
• Assist with event planning and other administrative tasks as per the Strata Manager’s instructions.
• Coordinate and schedule bookings for amenities and work with contractors to obtain quotations for Strata Council meetings.
• Monitor trades and services, ensuring all relevant documentation is maintained and organized for invoicing and payment.
• Oversee access control for trades, contractors, and staff to common areas and utility rooms.
• Perform periodic site inspections to ensure the property is maintained, noting any deficiencies and reporting them to the Strata Manager.
• Maintain petty cash records and deposit payments into the Strata Corporation’s bank account.
• Compile and manage various forms for internal and external use.
• Process and deposit cheques accurately.
• Assist with AGM notices, meeting minutes template preparation, and correspondence letters.
• Handle updates and changes of ownership in the system.
• Perform updates to owner information as needed.
• Utilize Yardi and Rent Café for tasks as required.
• Other administrative duties as assigned by the Strata Manager