Administrative Assistant - Fort Saskatchewan, Canada - Heartland Housing Foundation

Heartland Housing Foundation

Verified Company

Fort Saskatchewan, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Company Background

Operating 11 facilities including seniors' lodges, apartment buildings, and an affordable family housing complex, Heartland Housing Foundation is known as a strong, collaborative organization and a leader in the social fabric of the region.

At Heartland Housing Foundation we are committed to our culture of service and excellence as we continue to serve the people of our communities.

Position Summary

Supporting the Senior Administrative Assistant in providing administrative and customer service support to the managers, contractors, residents and visitors to the lodge.

This position will be the primary point of contact of the lodge performing triage assistance to questions and concerns. The Administrative Assistant will perform general administrative tasks as assigned by the Senior Administrative Assistant or the site management team such as word and spreadsheet processing, data entry and reception

Responsibilities

Reception_
Act as the first point of contact between the organization and residents, families, stakeholders, contractors, etc., either in person or by telephone
Greet individuals, answer questions as appropriate, provide directions, etc., while ensuring that personal and/or confidential information is not disclosed inappropriately (in accordance with FOIP legislation)
Send outgoing agency mail, courier deliveries and fax communications as requested by staff
Ensure that the reception area is well maintained, clean and presentable, and that pamphlets, brochures and other resource materials and forms are available and presented appropriately
Maintain the guest registration (sign in/sign out) book
General Administrative Support_
Provide administrative support to the site management by assisting with preparing general correspondence, forms, letters, notices, posters, presentations, newsletters, meeting agendas, meeting minutes, weekly, monthly and/or quarterly statistical information ensuring accuracy of content, grammar and HHF brand guidelines
Assist with the coordination and planning of special events and building tours including updating the calendars, room bookings, developing promotional materials and informing the necessary support staff required for the event (kitchen, food service, maintenance, recreation)
Assist with the maintenance of the YARDI property management database system by inputting various data such as waitlist applicants, maintenance work orders, resident records, rent receivables and other information
Maintain document control and filing policies are adhered to for both electronic and hard copy filing systems
Troubleshoot or follow up on problems with office computers, security cameras, telephone and intercom systems, and/or monitor the emergency pendant system
Accurately receive and process payments for rent, phone bills, meal tickets, bus transportation, etc.
Maintain office supplies, including stocking supply room cabinets/shelves when supplies are delivered and ensuring that necessary supplies are available when needed
Health, Safety and Environmental Stewardship_
Participate and contribute to the success of the overall safety program
Support and abide by all safety management systems and promote a safety culture throughout the organization
Maintain a clean, sanitary and tidy work area at all times
Respond to emergency situations as they arise providing appropriate followup and documentation as required
Adhere to all manufacturer guidelines and safe work practices when using equipment
Use Personal Protective Equipment and follow universal precautions
Participate in worksite inspections, health & safety meetings and committees as required
Contribute to the organization's commitment to improving its impact on the environment through daytoday operations and seeking innovative ways to be a greener organization

Undertake the performance of other assigned duties as required

Requirements:

Postsecondary education in a secretarial, customer service or other related field is required
One (1) year of previous administrative support, customer service and/or property management related experience is required
Completion of a current and acceptable criminal record check for the vulnerable sector as required by the Protection for Persons in Care Act and the Accommodation Standards and Licensing Act is mandatory
Working knowledge of Microsoft Office is required
Experience working within the YARDI system or other property management software is an asset
CPR certification is preferred

Hours