Assistant to Condominium Manager

Job Location:
St. Albert, Alberta
Job Status:
Open
Reports To:
Condominium Manager
Office Manager
President
Salary Range:
Based on Qualifications

This position requires a mature person who displays an exceptional attention to detail, an effective communicator and a TEAM player.

Duties & Responsibilities, including but not limited to:

  • Respond to telephone calls, faxes, emails and walk in inquiries
  • Filing on a daily basis
  • Preparation and distribution of correspondence to owners, Board of Directors, lawyers, etc., including but not limited to the creation and preparation of letters concerning the following:
    • welcome packages, including policies and newsletters 
    • budget letters/ special assessments
    • parking stalls/storage room rental
    • pet applications
    • by-law violations (parking, pets, etc)
    • renovation, air conditioning applications / approvals
    • cheque returns
    • pre-authorization changes
    • invoices for charge backs to owner files
    • arrears, caveats and sending arrears files to legal for collection
    • quotation requests from contractors
    • create notices and deliver to site (eg upcoming contractor work, inspections, AGM, etc.)
    • assist Condominium Manager with preparations for Board Meetings
  • Assist with Annual General Meetings
    • book facility, contact auditor, prepare, proof and mail AGM package
    • ensure all items are prepared for AGM meeting
      • prepare and pack all AGM and short meeting forms
      • registration forms
      • arrears listing and ledgers
      • bylaws, ballots and voting cards
      • banking and investment documents
      • Board member information forms
      • confidentiality forms
      • Form 8
      • owner directory
    • greet and welcome and register owners
    • record minutes and prepare same
  • Issue purchase orders
  • Maintain data base of parking stalls rentals and storage room rental
  • Program intercoms
  • Program keyless entry fobs, swipes or cards
  • Request owner ledgers, land title documents etc
  • Maintain changes / update owner files
  • Make deliveries to condominiums
  • Attend Board meetings as required and complete all followup work from the meeting
  • Become familiar with all condominium properties within the portfolio
  • Schedule appointments for Condominium Manager
  • Assume responsibilities and duties of the Manager when the Manager is on vacation, sick, etc.
  • Process applications to Telus, Epcor and other utility companies
  • Provide insurance documents and assist with insurance claims
  • ON CALL as backup for the Manager
  • Any and all other duties as assigned