Administrative Assistant

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Job Description

This full-time position is paid monthly, and workload is based on the number of vacant properties at any given time. Weekends and evenings will be required from time to time to keep up with the demands of our tenants and clients. The position requires availability during normal office hours (8:00am to 4:30pm), Monday through Fridays. During normal business hours, work is performed at the Red Deer Office Location.

Responsibilities

• Ensure smooth running of our company’s office and contribute to driving sustainable growth.
• Handle all mail coming in, process utility bills; manage phone calls and correspondence (e-mail, letters, packages etc.). All Invoices must be scanned and saved to the network drive in a timely manner, so they can be viewed by property manager, owner and bookkeeper.
• Advertise and circulate every two days all ads for rental property.
• Keep up to date all Social Media Boards (Facebook) designed for Soul Property Solutions
• Field complaints/issues from tenants and assist in rent collection. Resident onsite escalations will be referred to the Property Manager
• Coordinate tenant repair/service of complaints with the Property Manager and maintenance men.
• Work with the Property Manager to coordinate move in, move out inspections and cleaning of properties.
• Work with the Property Manager to arrange viewings and conduct final interviews; with signing of Lease and arranging of entrance into suites for repair purposes etc.
• Will work with the Property Manager, in making sure eviction letters are issued in a timely fashion and followed-up on when eviction situations arise (non-payment of rent / substantial breach/complaint letters)
• Report directly to the Broker
• Track office supplies and place orders when necessary
• Submit timely reports and prepare presentations/proposals as assigned.

Competencies

• Computer Knowledge & Skills

a. Must have a strong understanding of MS Office, especially Word, Excel & Outlook

b. Must be proficient with cloud-based file storage systems

c. Must have a strong understanding of Social Media Platforms

d. Must have a working understanding of smart phones and digital cameras.

e. Must have (or gain) an understanding of property management CRM Software

• Property Management & Leasing

a. Digitally manage tenant and owner profiles

b. Help facilitate & expedite maintenance requests

c. Full cycle digital property lease ups/renewals

d. Problem solving tenant issues

e. Facilitate property access

f. Manage key access

g. Utility connects and disconnects

h. Administer digital media platforms

• Organization and Attention to Detail

a. Able to process vast amounts of detailed information from many sources.

b. All work is reviewed for accuracy prior to it being submitted to others.

c. Is detail oriented and does not allow things to "fall thoughtless cracks".

• Accountable for Timely Results

a. Has a sense of urgency and is accountable for timely results in all tasks.

b. Is quick to communicate with others when required.

c. Budgets time accurately to avoid undue delays.

• Experience

a. 1-2 years of proven experience as an office administrator, office assistant or relevant role

b. BSc/BA in office administration or relevant experience.

Job Type: Full-time

Salary: $21.00-$23.00 per hour

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• On call
• Weekend availability

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Red Deer, AB: reliably commute or plan to relocate before starting work (required)

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (required)
• Administrative experience: 1 year (required)

Work Location: One location

Expected start date: 2023-04-01