Site Administrative Assistant

About the Role

Join Maple Ridge Community Management, an Associa® company, dedicated to exceptional customer service and community spirit. We are currently seeking a Site Administrative Assistant/Condominium Property Administrator for our Mississauga office on a permanent basis. This role involves supporting the Condominium Manager in daily operational tasks to ensure smooth management of condominium clients.

Key Responsibilities

• Handle all administrative responsibilities such as preparing and distributing files, typing correspondence, conducting site inspections, managing manager's reports, budgets, minutes, notices, AGMs, forms, and related documentation.
• Ensure all AGMs and budgets are reviewed by the Manager and their supervisor before dispatch.
• Maintain the corporation's minute book and assist in compiling monthly manager reports for properties in the portfolio.
• Update and prepare after-hour emergency information sheets detailing board members, contractors, and contact numbers as directed.
• Create electronic purchase orders solely for emergencies when the Manager is unavailable; submit for supervisor approval.
• Report resident concerns, complaints, or inquiries to the Manager promptly.
• Coordinate and reserve amenities usage, including elevators, party rooms, guest suites, collecting associated fees or deposits.
• Manage allocation and record-keeping for locker keys, key fobs, access cards, remote controls, including processing deposits when required.
• Daily monitoring and clearing of the Manager's voicemail, addressing emergencies with appropriate assistance.
• Issue purchase orders with required approvals; manage mail file clearance and resolve issues within assistant capacity.
• Administer condominium client accounts in line with management contracts and manager directives.
• Assist with AGM and other owner's meeting preparations, including bulk mailings and photocopying.
• Provide vacation coverage for the Manager, including issuing correspondence related to rule infractions, arrears, and chargebacks as directed.

Qualifications and Skills

• Must hold a valid Condominium Management Limited License.
• Strong communication skills suitable for engaging with all organizational levels.
• Ability to cultivate and sustain effective relationships with internal departments, contractors, and business partners.
• Proven ability to manage multiple overlapping projects successfully with excellent organizational and time management skills.
• Proficiency in interpreting and applying company policies and procedures.
• Prior experience or background knowledge in condominium management is advantageous.
• Willingness to perform additional duties as assigned.

Benefits

• Competitive salary package complemented by an extensive benefits plan, including extended medical and dental coverage.
• Paid time off comprising vacation days, office holidays, personal leave, and sick leave.