Overview
We are seeking a highly organized and customer-focused Temporary Administrative Assistant to provide administrative support to the Director of Property Management and assist site staff across a portfolio of residential properties. The successful candidate will play a key role in maintaining efficient office operations, supporting tenant services, coordinating administrative processes, and assisting with property management activities.
This is an excellent opportunity for someone with strong administrative skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Administrative Support
· Provide administrative assistance to the Director of Property Management and Property Managers.
· Respond to inquiries, requests, and complaints from residents, contractors, vendors, and stakeholders, directing matters to the appropriate personnel when required.
· Prepare, organize, and maintain property management files, records, and databases.
· Draft correspondence, notices, reports, and other administrative documents.
· Review and process invoices for approval and payment.
· Prepare purchase orders and coordinate with service providers and vendors.
Leasing and Rental
· Assist in the review and processing of rental applications, showing of apartments, and other leasing related activities
· Update information on the availability database
· Process notices to vacate and advise all departments concerned
Tenant and Resident Services
· Assist residents by providing information and documentation related to their tenancy, including tenant ledgers, receipts, letters, and notices.
· Support move-ins by preparing welcome packages and related documentation.
· Process parking applications, parking addendums, cancellations, and maintain parking records.
· Coordinate resident concerns regarding parking and other property-related matters.
Office and Property Operations
· Manage incoming and outgoing mail, courier packages, and office documentation.
· Assist with the programming, issuance, and tracking of key fobs and remote door openers.
· Maintain office supply inventory and coordinate office equipment maintenance and repairs.
· Assist with work order administration and tracking.
· Coordinate the distribution of forms, notices, templates, and inspection documents.
· Update shared electronic files and administrative records regularly.
Reporting and Coordination
· Compile and distribute reports to internal and external partners.
· Review staff timesheets and prepare submissions for Human Resources.
· Coordinate appointments, schedules, and communications with contractors and service providers.
· Support special projects and other duties as assigned by the Director of Property Management.
Qualifications
· Previous experience in an administrative, office support, or property management environment preferred but not required.
· This position offers an excellent opportunity for individuals looking to develop their professional skills and gain hands on administrative experience.
· Training will be provided to the successful candidate.
· Strong customer service and interpersonal skills.
· Excellent verbal and written communication skills.
· Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
· Strong organizational skills with the ability to prioritize multiple tasks.
· High attention to detail and accuracy.
· Ability to handle confidential information with professionalism and discretion.
· Experience working with property management software is considered an asset.
Skills & Competencies
· Professional and courteous demeanor
· Strong problem-solving abilities
· Ability to work independently and collaboratively
· Excellent time-management skills
· Adaptability and flexibility in a fast-paced environment
Strong administrative and data-entry skills
Pay: $19.00-$22.00 per hour
Work Location: In person
