Job Description
The Administration Assistant will support the Owners Corporation Managers in the management and administration of a portfolio of Residential, Industrial, and Commercial properties in compliance with the Owners Corporation Act 2006. This role is crucial for ensuring smooth communication and administrative processes, assisting with key tasks related to property management, and maintaining compliance and accuracy across multiple functions.
Job Title
- Administration Assistant
Work Schedule
- Day shift
Job Qualifications/Requirements
- Ability to communicate fluently in written English when corresponding with clients and contractors via email, ensuring clarity and professionalism.
- The ability to manage multiple tasks with precision and focus, ensuring nothing is overlooked. A high attention to detail is essential in all aspects of the role.
- A pragmatic approach to problem-solving, as the role involves resolving various issues and queries from clients. This requires practical thinking and a solutions-oriented mindset.
- Prior experience in administration or property management is preferred.
- Proficiency in Microsoft Office (Word, Excel, Outlook) and mail merge processes.
- Strong organizational skills and the ability to prioritize tasks effectively.
- Familiarity with Owners Corporation management or the real estate industry is an advantage but not essential.
Job Responsibilities
- Establish and maintain effective working relationships via email with clients and contractors.
- Respond to queries and issues in a timely, professional manner.
- Assist with the creation of mail merged letters, including the preparation of ballots.
- Update and maintain client records, ensuring all data is accurate and current.
- Ensure the timely and accurate electronic filing of records and documents.
- Prepare OC certificates for properties that are being sold.
- Assist in the process of renewing insurance for properties.
- Follow the debt collection process and ensure all necessary actions are taken.
- Prepare and distribute notices and packs for Annual General Meetings (AGM). Assist with preparing AGM minutes and posting them to the website.
- Issue fee and breach notices to relevant parties as per the OC requirements.
Good luck and God Bless!