Administrative Assistant

Century 21 Assurance Realty Ltd. Property Management

POSITION SUMMARY

Provide essential administrative and operational support to the Property Management Department. This role focuses on communication coordination, data entry, document management, and tenant/strata support. You will play a key role in maintaining the department's efficiency, compliance, and service standards while assisting the team with recurring operational tasks.

*CORE RESPONSIBILITIES*

Front Desk & Communication

· Manage incoming phone calls and emails with professionalism and speed.

· Support daily administrative needs for the Property Management Department.

· Maintain high communication standards with owners, tenants, vendors, and clients.

*Data Entry & System Management*

· Perform accurate data entry within Front Lobby, Propra, LeadSimple, and related systems.

· Update and maintain records for properties, owners, tenants, and vendors.

· Ensure all data entry aligns with Brokerage procedures and consistency standards.

Property Marketing & Lead Coordination

· *Marketing:* Prepare and post rental listings and distribute market updates.

· *Leads:* Respond to inquiries and pre-qualify prospective tenants based on Brokerage criteria.

· *Organization:* Coordinate lead flow and maintain accurate status updates for the team.

*Strata & Compliance Support*

· Coordinate Form K completions and submissions with Stratas and tenants.

· Obtain, track, and file all necessary strata documentation.

· Communicate strata violations and notices to tenants promptly and professionally.

*Audits & Account Management*

· *Audits:* Conduct insurance, lease renewal, and rent increase audits to ensure accuracy.

· *Utilities:* Handle account setups, transfers, and disconnections; coordinate billing info between parties.

· *Deadlines:* Assist with tracking expiries and compliance-related task deadlines.

*Document & Meeting Management*

· *Filing:* Organize and maintain electronic/physical documents using strict naming conventions.

· *Meetings:* Prepare agendas, distribute minutes, and manage calendar invitations.

· *Efficiency:* Support ongoing workflow and department organization initiatives.

*QUALIFICATIONS & SKILLS Experience*

· *2?5 years* of administrative coordination experience.

· _Preferred backgrounds:_ Property management, real estate, legal, construction, or insurance.

*Technical Skills*

· *Tech Savvy:* Strong proficiency with CRM platforms, task management systems, and Google Workspace.

· *Adaptable:* Ability to quickly learn new software and document management systems.

*Core Competencies:*

· Highly organized and process oriented.

· Confident communicator (written and verbal).

· Capable of working both independently and as a collaborative team member.

Pay: $20.00-$25.00 per hour

Work Location: In person