Job Description

Job purpose
Reporting to Meklit (Miki) Neway, Admin Team Lead, in this highly visible role,
the Receptionist / Office Administrator is the first point of contact for all of our
property contacts, customers, vendors, and suppliers. This includes greeting
visitors to the office, responding to phone inquiries, and scheduling
appointments with appropriate members of the Connelly team.
Duties and responsibilities

• Greet visitors to the office and provide a professional and positive image
• Maintain a professional and welcoming reception area
• Respond to telephone inquiries, email, and in-person inquiries
• Ensure visitors sign in and are accounted for in the event of an emergency
• Transfer calls to the appropriate member of the team
• On call, receiving after-hour calls, working with trades and customers on emergency calls, and urgent requirements. Follow up with callers to ensure satisfaction. Follow up with the Condominium manager to advise on the current status. Ensuring the after-hours trade list is current
• Provide general office and administrative support, including filing, maintaining office equipment, ordering office supplies, and distributing incoming mail
• AP and AR support
• Systems - ensuring security camera, door codes, alarm system, internet, phone switchboard, and voicemail are operational
• Setting up virtual meetings in the boardroom
• Prepare correspondence and documents
• Schedule appointments, book meetings, and order catering
• Processing all vendor Invoices
• Inputting invoices into the accounting system when required
• Assisting the team with mailouts as and when the need arises

• Program Key Fobs and Intercoms
  
  • Accept and issue receipts for payments received
  • Minute taking and distribution
  • Other duties as required

Qualifications

• Demonstrated experience managing correspondence, making travel arrangements, managing vendor relationships, and providing a high level of customer service
• Ability to maintain a positive attitude and function well under stress, while prioritizing tasks and workload
• Strong knowledge of general office procedures involving procurement, budget management, and so on
• Excellent written and analytical skills
• Superior telephone etiquette and strong interpersonal skills
• Ability to communicate at all levels of the organization, both written and verbal
• A high level of professionalism
• Strong word processing skills and knowledge of Microsoft or Apple Suite of office products
• Ability to multitask
• High school diploma or equivalent
• Post-secondary diploma or certificate in administration is considered an asset
• Yardi Property Management Software experience considered an asset

Working conditions
This role is primarily spent indoors, sitting with frequent opportunities to move
about, located in a comfortable indoor area. Heavy lifting may be required. 8:30
am -4:30 pm in office working hours.

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