Job Title

Since 1978, Homes by Avi has been building family homes, with divisions in Calgary and Edmonton. Blue Jean Property Management is a rapidly growing condominium management and property leasing management company, leveraging deep industry knowledge and agility in condominium & property management. **Office Administrator - Blue Jean Management** Working under the leadership of the Broker/President of Blue Jean Management you will provide comprehensive administrative and organizational support to Blue Jean Management and assist other team members as needed. **Who you are:** - You are an individual who is highly organized, exceptionally efficient and has a positive, flexible, can-do attitude. Providing exceptional customer service to both your internal and external customers is effortlessness. - You are a natural administrator, able to work in a fast-paced environment, and eager to lend a hand, or step up to a challenge. Your intuition is on point, and you can foresee what the next steps are, and initiate actions before they come across your desk. - You have an extensive and well-rounded knowledge of Microsoft Office products, and the ability to pivot from task to task while balancing ever-changing priorities. - You are an articulate communicator in both your written and verbal correspondence, equally professional and detailed. **What You Will Do**: **General Administrative Support**: - Respond to questions and provide solutions to inquiries directed to Blue Jean; - Work closely with the Property Managers to ensure seamless operations of portfolio properties; - Screen calls, emails, and correspondence, ensuring timely and professional responses. - Handle confidential and sensitive information with discretion and professionalism. - Interact with property management software to ensure data is current and accurate; - Assist in preparing correspondence, compiling documents, and proofreading for accuracy. - Maintain organized filing systems, both electronic and physical, ensuring documents are accessible. - Prepare notices, infractions, and packages on behalf of Blue Jean. - Manage office supplies and inventory, placing orders as needed. **Financial & Property Management Assistance:** - Process and code invoices for payment and assist with credit card reconciliation. - Assist with preparing work invoices for submission to accounting. - Assist with monthly financial reporting for properties, ensuring accuracy and timeliness. - Collaborate with the Operations Manager on financial projects or property management tasks. **Communication & Customer Service:** - Serve as an additional point of contact for clients visiting the office or calling in. - Coordinate with vendors, contractors, and stakeholders to ensure efficient communication. - Assist with preparation and distribution of newsletters, notices, and updates. **Project Coordination:** - Support project management tasks by maintaining timelines and updating task management tools. - Monitor software inputs and system updates, ensuring data integrity (e.g., Yardi Voyager). - Organize and track key dates, ensuring deadlines for projects and compliance tasks are met. **Event Planning & Coordination:** - Assist in planning and coordinating internal and external meetings, events, or team-building activities. - Arrange catering and ensure meeting spaces are properly set up. **Additional Responsibilities:** - Assist in onboarding new team members, ensuring smooth integration into the team. - Support document naming, uploading, and organization of documents and contracts. - Maintain and improve processes for efficiency and effectiveness. **Your Qualifications The Must Haves** - Minimum of 3 years of experience in administrative assistant role; - High school diploma; post-secondary education is an asset. - Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly, with excellent attention to detail; - Exceptional communication and interpersonal skills, with the initiative to solve problems independently; - Strong proficiency in Microsoft Office Suite (**Excel, Word,** PowerPoint, **Outlook**) and **Adobe Acrobat.** **Nice to Haves**: - Familiarity with property management software (e.g., Yardi, Voyager) is an asset. - Knowledge or experience in the Condominium or Property management industry is an asset. - Property Management or Condominium Management License from RECA #### **Education** Required - High School Diploma or better in General Studies #### **Skills** Required - Attention to Detail - Creative Thinking - Business Writing - Collaborating - Microsoft Office - Communication Skills - Customer Service - Self-Starter #### **Behaviors** Required - Dedicated: Devoted to a task or purpose with loyalty or integrity #### **Motivations** Required - Self-Starter: Inspired to perform without outside help