Property Management Assistant
Apply nowResponsibilities
- Ensure the highest level of customer service to all tenants in the building;
- Verify units ensuring everything is completed before the tenant moves in;
- Fill out and sign the site reports with the tenants when handing over the keys;
- Plan and activate fob chips in the GX program;
- Keep the intercom (Mossino) up to date;
- Ensure that maintenance requests are processed on time and successfully;
- Work collaboratively at all times with the handyman for follow-up and completion of service calls;
- Collect the weekly rents and inform the Regional Property Manager of any collection case;
- Communicate ongoing notices/releases to residents to keep them informed of any progress in the building;
- Maintain organized resident records and registries;
- Report any problems or questions to the Regional Property Manager in order to find the right solutions;
- Process tenant requests in person, by phone and/or email within a reasonable time;
- Follow up the deficiency table and inform the Regional Real Estate Manager of any unresolved issues;
- Develop positive relationships with potential and current tenants;
- Handling and resolving tenant complaints;
- Collaborate with external suppliers on garbage removal, maintenance, landscaping, security and other services;
- Ensure resolution of complaints, disturbances and violations;
- Ensuring compliance with anti-discrimination laws in the areas of housing, rental and advertising;
- Work collaboratively with the construction and co-ownership management team to ensure good teamwork;
- Direct and process calls and emails from co-owners regarding issues in their delivered condos;
- Complete the weekly repair follow-up table;
- Provide high quality service to all clients, colleagues and residents who need help, including verbal and written communication;
- Support the team in all administrative areas;
- Assist the Regional Property Manager in all administrative matters and other tasks assigned to her;
- Communicate problematic cases to the Director in order to find the best solutions to satisfy residents and ensure an exceptional customer experience;
- Ensure that all records, including electronic records, are complete and accurate and contain valid and executed documents;
- Regularly work with co-owners to keep them informed of progress and problem resolution;
- Working with internal resources;
- Ensure that communication and corrective actions are completed;
- Follow-up on repair requests and coordinate necessary renovations;
- Manage co-owner complaints and issues in a timely and effective manner;
- Ensure liaison between subcontractors and the different teams in the company.
Requirements
- DES or equivalent (Bachelor of Commerce, Management or preferably Real Estate);
- Minimum 2 years of experience in a customer service role;
- Experience in property management or real estate (asset);
- Bilingualism (30% communication in English with tenants and co-owners);
- Proficiency in Mandarin (strong asset);
- Teamwork and autonomy;
- Excellent communication skills;
- Good customer service;
- Conflict resolution and negotiation skills;
- Knowledge of the Microsoft Office suite;
- Knowledge of Hopem and Maestro (asset);
- Ability to perform multiple tasks at once and work in a rapidly changing environment;
- Strong leadership and interpersonal skills;
- Ability to improve administrative and organizational processes;
- Active listening;
- Strong interpersonal skills and attention to detail;
- Integrity, reliability, entrepreneurship and initiative;
- Availability for evening and weekend shifts in case of emergency.
Advantages
- Performance-based annual bonus program;
- Hybrid work (telework and face-to-face);
- Insurance 50-50;
- RRSP after one year;
- Access to a telemedicine service;
- Employee assistance program;
- Sick days;
- Holidays;
- Free parking.