Administrative Assistant - Property Management

The Mustard Seed Calgary, AB
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Do you have strong administrative skills and a heart for those experiencing homelessness

We have an opportunity for you!

The Mustard Seed is seeking an Administrative Assistant to join our Property Management Team. This position provides assistance to the Property Management Supervisor and Coordinator in carrying out property management functions and managing tenant relations. The Property Management Administrative Assistant is accountable for responding to tenant-related issues and ensuring that they are resolved in a timely manner. 

Position Type: Full time, Fixed term until February 2022
Schedule: Monday – Friday; 7:30am – 4pm
Reporting to: Property Management Supervisor
Location: Downtown Calgary 

DUTIES AND RESPONSIBILITIES:

  • Initiate tenants’ work order requests to be addressed by maintenance, work closely with maintenance/Building Operator and follow up to make sure that issues are resolved effectively and on a timely basis
  • Process tenant paperwork in the Property Management System (tenant move-in and move-out, renewals etc.)
  • Prepare and deliver timely, various letters to tenants - late payment notices, default letters and eviction notices
  • Respond to general day-to-day enquiries and concerns from tenants, verbally or in writing, and redirect specific enquiries, problems or complaints as required
  • File, scan and update physical and electronic files, ensuring that all documentation is filed in an accurate and timely fashion
  • Conduct inspections, interviews and move-ins
  • Maintain the second-floor reception phone (checking and forwarding voicemail messages)
  • Coordination of pick-ups for resident belongings as required
  • Inventory equipment & Property Management supplies on monthly basis
  • Assist with resident technology setup support (TV and internet access)
  • Unit inspections
  • Working in collaboration with Resident Engagement team
  • Direct residents to support services and programs
  • Respond to general day-to-day enquiries and concerns from tenants, verbally or in writing, and redirect specific enquiries, problems or complaints as required
  • Other duties as may be assigned.

MINIMUM QUALIFICATIONS AND SKILLS

  • High School Diploma 
  • Strong customer service skills 
  • Must be able to multi-task in a face paced environment 
  • Previous Property Management work experience would be considered an asset 
  • Intermediate level of proficiency in Microsoft Office is required 
  • Proficiency with Property Management Systems would be an asset 
  • Ability to work on multiple projects concurrently and juggle multiple priorities 
  • Deal with difficult and stressful situations in a professional manner 
  • Ability to maintain confidentiality 
  • Highly organized, with an eye for detail and accuracy 
  • Ability to work with minimal direction/supervision 

WORKING CONDITIONS

  • Lifting, sitting, standing, walking are required as part of this role 
  • Moderate physical effort is required to successfully accomplish the essential job functions, such as keyboarding to word process documents, entering data into database, and responding to tenant inquiries. 
  • Moderate mental effort required to successfully accomplish the essential job functions such as coping with a high degree of change, providing information, resolving discrepancies and responding to intense situations. 

ADDITIONAL REQUIREMENTS

  • An Employment Background Check is required for all positions at The Mustard Seed
  • As The Mustard Seed is a Christian ministry, we require our employees to agree to respect and not detract from The Mustard Seed’s Employment Values during their employment at The Mustard Seed.
  • Must have legal authorization to work in Canada on a full-time basis for anyone other than current employer 
 
 
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