Administrative Assistant - Cambridge, Canada - Liberty
Description
This position provides a wide variety of administrative and staff support services.Performs office work directly related to property management and the general business operations of the association; May assist with employee payroll, budget preparation, control of records and reports regarding operations, personnel changes, etc., and emergency service duties.
POSITION RESPONSIBILITIES:
- Coordinates collection and preparation of operating reports, such as timeandattendance records, terminations and new hires.
- Ensures that the telephone is answered properly, and messages are handled courteously, accurately and in a timely manner.
- Initiates preparation of Management Reports, committee reports, meeting notices as applicable and submit for Manager's review and approval.
- Maintains, updates and coordinates resident information in computer database at a minimum on a monthly basis. Generates and provides this information to the Property Manager, Board of Directors and valet desk.
- Maintains roster of mailroom boxes.
- Keeps track of insurance certificate requests. Maintains insurance records books for both vendors and unit owners.
- Maintains supply closet. Requests all office supplies and equipment, following established purchasing procedures.
- Opens and distributes mail, prepares accounts payable invoices with work orders and receiving tickets. Stamps and code invoices for P.M. to code and approve.
- Prepares movein packages for resale and leases. Creates files, compiles sand coordinates all necessary information and documentation for new owners/leases.
- Sets up meetings for Board Approval process.
- Keeps packages updated with new memos and policies as required.
- Prepares any resident information packages that require Board approval, (i., e., Architectural Modification).
- Coordinates receipt of closing statement or warranty deed to put in the file and send to corporate A/R to change name and address for maintenance coupons.
- As applicable, disburses laundry tokens, keep log of sales. Prepares deposit of receipts weekly. Order tokens and prepare packets. Keeps track of token inventory for reordering.
- Maintains inventory of common areas keys, transmitters and key fobs for residents and reorder as needed following established procedures. Maintains log for sales and cash purchases as needed.
- Follows safety procedures and maintains a safe work environment.
- Other duties as required.
OPERATING SKILLS, KNOWLEDGE & ABILITIES:
Education/Training:
- Associates degree with concentration in business preferred, or equivalent combination of education and experience.
Experience/Knowledge/Abilities:
- Must possess strong administrative background.
- Three (3) to Five (5) plus years of related work experience.
- Strong working knowledge of customer service principles and practices.
- Excellent interpersonal, office management and communications skills.
- Selfstarter with excellent communication, interpersonal and customer service and telephone skills.
Computer Literacy:
Intermediate proficiency in Microsoft Windows software.
- Intermediate proficiency in
- Ability to prioritize work with minimum supervision.
Special Requirements:
- Physical demands include ability to lift up to 50 lbs.
- Standing, sitting, walking and occasional climbing.
- Required to work at a personal computer for extended periods of time.
- Talking on the phone for extended periods of time.
- Ability to detect auditory and/or visual emergency alarms.
- Ability to work extended/flexible hours, weekend, and attend Board meetings as required.
- Driving when necessary.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.
DISCLAIMER:
This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.
Pay:
$24.00-$34.00 per hour
Benefits:
- Flexible schedule
- Paid time off
Schedule:
- Monday to Friday
- On call
- Overtime
- Weekend availability
Supplemental pay types:
- Commission pay
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