Administrative Assistant

The Administrative Assistant manages files, correspondence, schedules, and supports meetings and reports. They handle communication, documentation, and logistics. Proficiency in Microsoft Office and strong organizational skills are required.

Job Title: Administrative Assistant

Location: Tamarin

Job Type: Full-time

Position Overview:
Our client is seeking a skilled and organized Administrative Assistant to provide essential support in managing the administrative tasks associated with property management. The successful candidate will assist in a variety of operational and administrative duties, ensuring smooth communication and seamless support across multiple departments, including Syndic, Maintenance, and Property Management.

Key Responsibilities:

1. Administrative Management:

• Ensure comprehensive administrative follow-up on client files and property documents.
• Prepare and distribute administrative correspondence, including letters and emails.
• Maintain, organize, and archive contractual and legal documents.
• Establish and manage accessible, accurate files and records.

2. Operational Support:

• Assist in the organization of meetings, general assemblies, and scheduling appointments for site managers.
• Monitor administrative procedures and legal processes to ensure compliance.
• Provide support to the Syndic, Maintenance, and Property Management departments, including assistance with investor reports and project presentations.

3. Communication:

• Serve as the primary point of contact for internal and external communications.
• Respond to inquiries from clients, co-owners, and suppliers promptly and professionally.
• Manage correspondence, telephone inquiries, and incoming mail, including confidential materials.
• Facilitate the efficient sharing of information within the team and ensure emails are forwarded appropriately.

4. Documentation Management:

• Organize and securely archive administrative documents.
• Maintain an up-to-date database with all property-related information for easy access.

5. Logistics Support:

• Coordinate travel and logistical arrangements for field teams.
• Manage office supply orders and procurement of necessary materials.

Qualifications:

• High school diploma or equivalent; additional certification in office administration is a plus.
• Proven experience as an administrative assistant or in a related role, ideally in property management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and property management software.
• Strong organizational skills with attention to detail and the ability to multitask effectively.
• Excellent communication and interpersonal skills, with the ability to interact professionally with various stakeholders.
• Ability to maintain confidentiality and exercise discretion.
• A strong work ethic, positive attitude, and sound judgement.
• Ability to work collaboratively within a team, with a client-focused approach.