The position of Office Administrator includes but is not restricted to the following:
1. Accounts payable/receivable/bookkeeping in general: responsible for the creation of financial transactions including posting information to accounting journals or accounting software from such source documents as invoices to customers, cash receipts, and supplier invoices.
2. Maintaining and keeping an accurate filing system of all documents such as tenant files, cheques (tenant and supplier), receipts regardless of form (hard copy or electronic), incoming and outgoing mail. More specifically, this also includes creating and maintaining proper records and following proper reporting procedures
3. Accepting and handling of monies related to tenant rent payments either in cash or cheque form which includes counting monies and the proper issuance of receipts for such.
4. Collection, handling and counting of monies related to laundry income, parking meter income
5. Mail: handling of all incoming mail and the proper documentation of receipt; sending of all outgoing mail
6. Reception: dealing with customer visits to the office and the proper addressing of inquiries, issues etc., in a professional manner.
7. Telephone: answering phone calls and the proper addressing of inquiries, issues etc., in a professional manner.
8. Purchase orders: issuing, sending and follow up of purchase orders to suppliers as needed
9. Various business correspondences: writing internal memos, memos and letters to tenants etc as well as, responding to all rental inquiries via email.
10. Correspondence related to Residential Tenancies: writing notices, making Applications to the Director
11. Advertising: regular updates of internet ads for rental units and managing online Kijiji account
Skills: must have computer skills with Simply Accounting, Microsoft Office (Word, Excel, and Outlook); must be able to use a fax and telephone; should be able to do basic math (adding, subtracting, counting etc); must be able to write and correspond appropriately in correct English. Typing skills are advantageous.
Previous experience in property administration and use of property management software is an asset.
Abilities: must be able to communicate in a polite and precise manner (both verbally and written); should be stress resistant, as well as, flexible and able to deal with complaints in a professional manner; should be able to walk and climb stairs and lift minimum loads; must be punctual, able to work independently and reliable in keeping scheduled duties and deadlines.
Urchin Property Management Inc. 17 Prince Street Dartmouth, Nova Scotia B2Y 4W2
Ursula Prossegger ursula@upmi.ca Preferred Contact: Email
