Property Management Administrator - Ottawa, Canada - The Smart Choice Management

Description

The Property Management Administrator (PMA) reports to the Property Management Department Manager and is responsible for providing administrative assistance to the team.

The PMA is responsible for coordinating the paper-flow within the department and for being the initial point of contact for service calls and other tenant concerns.

The position requires excellent interpersonal skills and ability to work with tenants to resolve issues and disputes; excellent communication skills (oral and written); good computer skills in all relevant software and familiarity with company databases and reporting systems.

• Fluent in Mandarin and English
• Office administrative experience preferred
• Excellent time management skills
• Strong literacy and numeracy skills to manage administrative tasks
• Very meticulous, strong organizational and leadership skills required
• Strong verbal/written communication skills
• Strong computer skills using a multitude of programs, portals, and websites
• Team player and treats all clients and team members with respect
• Positive attitude and friendly demeanor
• Be proactive
• Must be able to pivot easily and quickly between tasks and projects as timelines change in a demanding fast paced environment
• Must be able to work in office or on locations when applicable
• Must have reliable transportation
• Maintain all building files and records in accordance with corporate file structure.
• Receive tenant maintenance requests and create required work orders in YARDI.
• Preparation of department correspondence including but not limited to form letters, general notices, service contracts, ensuring copies are kept in appropriate folders in database.
• Send welcome information package to new tenants.
• Schedule appointment with tenant for picking up keys and move-in& move out check.
• In cooperation with the Receptionist and Accounting maintain up-to-date tenant and vendor insurance certificates.
• Receive and stamp accounts payable invoices, match invoices to purchase orders and ensure approval process is followed and update purchase order status in YARDI.
• Update & maintain all related PM databases and programs.
• Issue reminders of upcoming required actions to team members.
• Assist with the tendering, awarding and management of contracts.
• Other duties as assigned by Management.

• Bonus
• Paid time off

• 8 hour shift
• Monday to Friday

• Mandarin (required)