Association Administrator
About Astoria
Founded in 2005, Astoria Asset Management Ltd. has earned a reputation for professionalism, transparency, and long-term client relationships. We manage Condominium Corporations, Rental Properties, and Homeowners’ Associations with a strong focus on accuracy, accountability, and clear communication.
Our team operates in a structured, collaborative environment where consistency, shared responsibility, and respect—both internally and within the communities we serve—are core to how we work.
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The Opportunity
We are currently seeking a highly organized and detail-oriented Association Administrator to support our Association portfolio. This role is integral to the day-to-day administration, record accuracy, and communication flow between owners, builders, legal counsel, and internal departments.
The ideal candidate is methodical, dependable, and comfortable working within defined processes. You value accuracy, understand the importance of approvals and compliance, and take pride in maintaining well-organized records—particularly within Association operations and collections.
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Key Responsibilities
Communication & Coordination
- Act as the primary point of contact for Association-related inquiries, responding promptly or routing matters to the appropriate internal department.
- Serve as the main liaison for owners, builders, lawyers, and external legal firms on collection and legal-related matters.
- Ensure financial and accounting inquiries follow established internal communication protocols.
- Work closely with Association Managers and Property Accountants to maintain consistent, accurate information across departments.
- Prepare and manage all physical mailouts, including printing, stuffing, and posting.
Unit & Development Administration
- Coordinate and track monthly builder unit updates for Associations under development.
- Maintain accurate unit records, including occupancy status, third-party sales, and development phase changes.
- Update unit tracking lists and system records to ensure correct unit counts, phase information, and charge schedules.
- Post charges to unit ledgers as required.
- Apply mailing fees to reminder invoices where permitted under Association bylaws.
Ownership Changes & Welcome Packages
- Process ownership changes using Owner Information Sheets, transferring outstanding balances when applicable.
- Prepare and distribute welcome packages to new owners, including Association FAQs, collection policies, and CondoCafe registration details.
Collections & Legal Administration
- Maintain legal tracking records for owners in arrears and ensure files are properly flagged.
- File titles received from legal counsel and update ownership records where necessary.
- Record legal payments, remove legal flags, and apply payments accurately to unit ledgers.
Association Document Purchases
- Manage Association document purchase requests, including receipt and review of purchase orders.
- Compile and deliver documents in accordance with defined purchase parameters and timelines.
- Serve as the primary point of contact for all document purchase communications, ensuring clear, professional, and accurate correspondence.
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What We’re Looking For
- Previous administrative experience; Association or property management experience is a strong asset
- Exceptional organizational skills with strong attention to detail
- Clear, professional written and verbal communication skills
- Ability to handle confidential and sensitive information with discretion
- Experience with property management software (Yardi experience preferred)
- Proficiency in Microsoft Word, Excel, and Outlook
- Comfort working within structured processes and approval workflows
- Strong time-management skills and the ability to balance multiple priorities
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Why Work at Astoria
- Supportive, collaborative team environment
- Clearly defined roles, processes, and expectations
- Emphasis on accuracy, accountability, and professional growth
- Stable organization with long-standing leadership
- Meaningful work supporting Associations and communities
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Our Culture
At Astoria, we value team members who take ownership of their role, respect established processes, and contribute positively to a professional workplace. The Association Administrator plays a key role in maintaining trust, consistency, and compliance—both within our team and with the communities we manage.
Job Types: Full-time, Permanent
Pay: $45,000.00-$50,000.00 per year
Benefits:
- Company events
- Dental care
- Extended health care
- On-site parking
- Vision care
Ability to commute/relocate:
- Airdrie, AB: reliably commute or plan to relocate before starting work (required)
Education:
- Secondary School (preferred)
Experience:
- Front desk: 1 year (preferred)
- Administrative: 1 year (preferred)
Work Location: In person
