Assistant Office Manager

The Assistant Office Manager reports directly to the Property Manager and provides clerical support to the Remco Realty team under the direction and coordination of the Office Manager. This is an entry-level salaried position, approximately 32 hours per week. This will appeal to someone seeking a flexible schedule, and a collegial work environment. Work tasks include a variety of clerical, interpersonal, and logical tasks.

Main Functions

• Provide administrative support to the Property Manager and Remco team in day-to-day operations of their commercial property management/real estate portfolio.
• Answer telephone and emails, receive and direct inquiries to appropriate personnel, greet visitors., process mail, maintain filing system.

Beneficial Experience

• 1-2 years employed as a Receptionist, Administrative Assistant, or similar role in a Property Management or Real Estate office preferred.
• Grade 12 Diploma and/or Business Office/Administrative Assistant Diploma is required.
• Competence with Spectra Property Management Software considered an asset.
• Experience with bookkeeping tasks an asset.

Competencies/Skills

• Must have a positive attitude with very good interpersonal skills to exercise tact and diplomacy when dealing with tenants, contractors, clients, and members of the public. This position requires frequent telephone, email, and in-person communication. Excellent command of the English language is necessary to be successful in this role.
• Microsoft Office 365, Word, Excel, Outlook, Keyboarding speed minimum 50-60 wpm.

Job Description - Typical Tasks

Frequent

• Receive email and telephone messages. Forward or distribute hand-written messages to appropriate personnel. Make records in maintenance log.
• Open/Distribute Mail. Stamp outgoing mail and put in Canada Post mailbox when leaving the office for the day.
• Perform tasks in support of Office Manager. i.e. Write up deposits for Office Manager in deposit book, photocopy all cheques, scanning, updating files in filing system.
• Respond to inquiries for Truck Bay Rentals.
• Type correspondence from hand-written documents.
• Make calls to suppliers and tenants as directed.
• Email tenant notices.
• Respond to Tenant Concerns/Complaints.

Monthly

• Email any rent reminders as required.
• Prepare Tenant Chargeback Invoices/Copy Bills for Manitoba Hydro for 900 Harrow, 1100 Concordia and 125 Adelaide and email to tenants.
• As needed, work with Property Manager to collect meter information for move ins/outs and/or quarterly readings. Communicate readings to the tenant(s). Submit readings to Manitoba Hydro and/or City of Winnipeg Water.

Quarterly

• Prepare Tenant Chargeback Invoices/Copy Bills.
• Email tenant contacts for their water meter readings.

Annually

• Assist Office Manager in assembling Budgets in November/December.
• Assist Office Manager in assembling Year-End Packages in February.
• Assist Office Manager in Trust Audit (one day pulling invoices in March or April).

Projects

• Create Tenant Insurance Log to record what Certificate of Insurance (COI’s) we have on file, and maintain accuracy.
• Create Contractor Insurance Log to record Liability Insurance. Same procedure in keeping current and filing in binder.
• Update Tenant Contact Listing to a better format.

Cross-Training

• There will be cross-training in some of the Office Manager’s duties including accounting duties, such as looking up Tenant information in Spectra, emailing tenant ledgers for arrears, and looking up info. for management. Assembling cheque runs for the Property Manager’s signature, and mailing them. Overview of Lease Administration procedures in setting up new tenant files from start to finish with an accompanying checklist (setup, charges, rent schedules, etc.) for follow-up. May be asked to perform some of these duties in Office Manager’s absence.

Career Development

• The intention is for this position to act as training for the employee to become competent in the roles of the Office Manager and to advance to that position as the business requires it or the current Office Manager reaches retirement. Remuneration will be adjusted appropriately as skills are developed.

Company DescriptionBoutique commercial real estate brokerage and management firm, in operation 45 years. We specialize in hands-on management of industrial, retail, and office properties.Company DescriptionBoutique commercial real estate brokerage and management firm, in operation 45 years. We specialize in hands-on management of industrial, retail, and office properties.