OPERATIONS/ ADMINISTRATIVE ASSISTANT

The Operations/Administrative Assistant is responsible for supporting business operations through administrative tasks, as well as providing courteous and professional direct interaction with prospective and current customer tenants. This role interacts with every unit of the business and is the key to achieving effective communication across the organization.

ESSENTIAL RESPONSIBILITIES

1. Providing administrative support for the Leasing Agent and Property Manager
2. Handling customer inquiries
3. Coordinate/schedule among vendors, tenants, and landlords with maintenance and repair work orders, ensuring timely and quality of each work.
4. Promptly respond, pursue, and resolve customer and vendor issues proactively.
5. Maintaining the prospective tenant database
6. Post utility bills and maintenance invoices to tenants or owner portals.
7. Updating the company website with available rental properties
8. Forwarding weekly Rental Marketing Reports to clients (delete)
9. Assisting the Property Manager with applicant courtesy calls
10. Entering management agreements (PM)/creating portfolios and properties
11. Coordinate compliance with local municipality regulations and requirements
12. Attending and participating in-office meetings
13. Attending and participating in training sessions as directed by the Manager
14. Adhering to all procedures required in this role
15. Providing feedback for and participating in the continuous improvement of procedures and processes
16. Managing office supplies inventory
17. Other duties as assigned 

KEY ATTRIBUTES

The Operations/Administrative Assistant is highly organized with strong time management skills and an understanding of prioritization. Naturally driven to provide excellent customer service and to instill trust, the Administrative Assistant is a natural communicator with good attention to detail, a sense of urgency, and a professional demeanor.

1. Highly detail-oriented and organized in work
2. Strong analytical thinking and troubleshooting skills
3. Excellent communication and interpersonal skills with a customer service focus
4. Ability to act and operate independently with minimal daily direction from the manager to accomplish objectives
5. Proficiency with email and Microsoft Office applications
6. Ability to work cooperatively and collaboratively with all levels of employees, management, and external agencies to maximize performance, creativity, problem-solving, and results

REQUIREMENTS

1. Reliable, trustworthy
2. Somewhat flexible schedule
3. Manage difficult personalities
4. Two years’ experience in administrative support
5. A minimum typing speed of 40 words per minute
6. Intermediate skills in Microsoft Office
7. Managing referrals across departments
8. Knowledge of the Internet and email
9. Basic telephone switchboard knowledge 



PERFORMANCE EXPECTATIONS 

1. Administrative support, reporting, and data entry timelines met
2. Established customer service standards maintained
3. Advertising timelines met
4. Tenancy database maintained in an accurate and timely manner
5. ‘Renting’ section of the company website is maintained and updated on a daily basis