Office Administrator

Job Description

Since 1978, Homes by Avi has been building family homes, with divisions in Calgary and Edmonton. Blue Jean Property Management is a rapidly growing condominium management and property leasing management company, leveraging deep industry knowledge and agility in condominium & property management.

**Office Administrator - Blue Jean Management**

Working under the leadership of the Broker/President of Blue Jean Management you will provide comprehensive administrative and organizational support to Blue Jean Management and assist other team members as needed.

**Who you are:**

- You are an individual who is highly organized, exceptionally efficient and has a positive, flexible, “can-do” attitude. Providing exceptional customer service to both your internal and external customers is effortlessness.
- You are a natural administrator, able to work in a fast-paced environment, and eager to lend a hand, or step up to a challenge. Your intuition is on point, and you can foresee what the next steps are, and initiate actions before they come across your desk.
- You have an extensive and well-rounded knowledge of Microsoft Office products, and the ability to pivot from task to task while balancing ever-changing priorities.
- You are an articulate communicator in both your written and verbal correspondence, equally professional and detailed.

**What You Will Do**:

**General Administrative Support**:

- Respond to questions and provide solutions to inquiries directed to Blue Jean;
- Work closely with the Property Managers to ensure seamless operations of portfolio properties;
- Screen calls, emails, and correspondence, ensuring timely and professional responses.
- Handle confidential and sensitive information with discretion and professionalism.
- Interact with property management software to ensure data is current and accurate;
- Assist in preparing correspondence, compiling documents, and proofreading for accuracy.
- Maintain organized filing systems, both electronic and physical, ensuring documents are accessible.
- Prepare notices, infractions, and packages on behalf of Blue Jean.
- Manage office supplies and inventory, placing orders as needed.

**Financial & Property Management Assistance:**

- Process and code invoices for payment and assist with credit card reconciliation.
- Assist with preparing work invoices for submission to accounting.
- Assist with monthly financial reporting for properties, ensuring accuracy and timeliness.
- Collaborate with the Operations Manager on financial projects or property management tasks.

**Communication & Customer Service:**

- Serve as an additional point of contact for clients visiting the office or calling in.
- Coordinate with vendors, contractors, and stakeholders to ensure efficient communication.
- Assist with preparation and distribution of newsletters, notices, and updates.

**Project Coordination:**

- Support project management tasks by maintaining timelines and updating task management tools.
- Monitor software inputs and system updates, ensuring data integrity (e.g., Yardi Voyager).
- Organize and track key dates, ensuring deadlines for projects and compliance tasks are met.

**Event Planning & Coordination:**

- Assist in planning and coordinating internal and external meetings, events, or team-building activities.
- Arrange catering and ensure meeting spaces are properly set up.

**Additional Responsibilities:**

- Assist in onboarding new team members, ensuring smooth integration into the team.
- Support document naming, uploading, and organization of documents and contracts.
- Maintain and improve processes for efficiency and effectiveness.

**Your Qualifications – The Must Have’s**

- Minimum of 3 years of experience in administrative assistant role;
- High school diploma; post-secondary education is an asset.
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly, with excellent attention to detail;
- Exceptional communication and interpersonal skills, with the initiative to solve problems independently;
- Strong proficiency in Microsoft Office Suite (**Excel, Word,** PowerPoint, **Outlook**) and **Adobe Acrobat.**

**Nice to Have’s**:

- Familiarity with property management software (e.g., Yardi, Voyager) is an asset.
- Knowledge or experience in the Condominium or Property management industry is an asset.
- Property Management or Condominium Management License from RECA

#### **Education**

Required

- High School Diploma or better in General Studies

#### **Skills**

Required

- Attention to Detail
- Creative Thinking
- Business Writing
- Collaborating
- Microsoft Office
- Communication Skills
- Customer Service
- Self-Starter

#### **Behaviors**

Required

- Dedicated: Devoted to a task or purpose with loyalty or integrity

#### **Motivations**

Required

- Self-Starter: Inspired to perform without outside help