The Effort Trust Company is currently hiring a General Administrative Assistant to join us at our Head Office location in Hamilton, Ontario.
The successful candidate for this opportunity will be responsible for supporting two project managers and working with Effort Trust site staff and residents during project roll-out phases. The successful candidate is highly professional and can manage multiple deadlines with tack and diplomacy.
This role reports to The Manager of Accounts Receivable and Administration and provides support for our Project Managers.
This successful candidate will take ownership of a wide variety of project administrative functions, and ensure our workflow runs smoothly. The responsibilities and qualifications for this dynamic role are as follows:
Core Responsibilities
General/Project Administrative Support:
· Provide administrative support to two Project Managers.
· Handle purchase order request for project expenses, enter purchase order requests into Yardi for project expenses including assembly and upload of supporting documentation.
· Support the preparation of monthly project and program reports for senior leadership review.
· Maintain and organize project documentation, including creating and managing project folders
· Scan and digitize paper records to maintain accurate and accessible filing systems
· Track and maintain contractor assignments across multiple buildings using spreadsheets
Financial & Vendor Coordination
· Respond to vendor inquiries regarding payment status and assist with resolving outstanding invoice issues
· Support financial audits and ensure documentation is complete and accessible
· Maintain organized vendor contact records for efficient communication
Inspection & Compliance Coordination
· Track, organize, and maintain documentation related to building systems and compliance requirements, including:
o Fire Inspections, Generator Annual & Semi-Annual Inspections, Annual Asbestos Reports, Elevator Licenses
o Plumbing and boilers, Water backflow systems, laundry equipment, Roof anchors, Orders to Comply
· Ensure documentation is up-to-date and readily available for audits and inspections
Communication Management:
· Prepare project related correspondence to residents, such as notices, FAQs, and updates, as well as ensuring that projects run smoothly day of.
· Coordinate tenant notices based on project timelines and meeting outcomes
· Draft and respond to correspondence on behalf of Project Managers as required
Property Event Coordination:
· Assist with accommodations for residents on an as needed basis depending on the scope of a project.
· Providing onsite support for projects, ensuring projects run smoothly and aiding in resident inquiries.
· Provide support for the preparation of capital plan information.
· Additional tasks as assigned.
Property Operations Support (Parking & Site Coordination)
· Conduct parking audits and assist with enforcement coordination
· Work with site superintendents to resolve parking issues, including:
o Reviewing parking lists against Yardi rent rolls and lease data
o Supporting urgent vehicle relocation requirements
· Provide hands-on operational support at properties as needed
Core Competencies:
· Demonstrates outstanding judgement by conducting oneself discreetly when handling confidential information.
· Customer focused.
· Above average communication skills.
· Ability to maintain composure in stressful situations.
· Ability to work independently as well as in a team environment.
· Above average problem-solving skills.
· Strong sense of ownership and accountability in all that is assigned.
· Highly dependable.
· Ability to manage time effectively and prioritize conflicting deadlines.
· Strong level of confidence and maturity in dealing with all levels of management and tenants.
· Strong commitment to accuracy and attention to detail.
Skills & Qualifications:
· Post‐Secondary Education with a combination of experience.
· 1 to 3 years of experience in a similar role; Residential Property Management experience preferred.
· Experience providing direct support to Project Managers.
· Advanced level knowledge of Microsoft Office products, including Excel & Word.
· Experience in SharePoint and Microsoft Power Automate.
· Experience using a computer-based accounting package.
· Experience scheduling and coordinating meetings, maintaining schedules and calendars, and booking rooms.
· Experience with property management software is considered an asset.
· Ability to occasionally lift items as heavy as 50 lbs.
· Travelling locally is required; a vehicle is required.
How to Apply:
We welcome all applications, however, only those applicants selected for an interview will be contacted. The Effort Trust Company welcomes and encourages applications from people with disabilities. Accommodations are available on request for the candidate taking part in all aspects of the selection process.
Job Type: Full-time, Permanent
Schedule: 8-hour shift
Ability to commute/relocate: Hamilton, ON: reliably commute or plan to relocate before starting work (required)
Experience: Project Administration and Coordination: 1-3 years (preferred)
Work Location: In person
Job Type: Full-time
Pay: $50,000.00-$60,000.00 per year
Education:
- Secondary School (preferred)
Experience:
- Administrative experience: 1 year (preferred)
Work Location: In person
