Job Description

About Us:

Emerald Management & Realty Ltd. is a leading property management company in Calgary and surrounding areas, focused on creating value for property owners, condominium boards, residents and communities, and clients.

With over 50 years of experience as a locally family-owned business, we prioritize performance, excellence, healthy living environments, and equal opportunities for our employees.

Our Values:

At Emerald, our values shape everything we do. We expect the successful candidate to consistently conduct themselves in alignment with our values:

Responsive Dynamic Focused Trusted

About the role:

A Condominium Administrator plays a critical role in supporting the day-to-day operations of condominium properties by assisting the Property Manager with both administrative and financial tasks. This role involves maintaining accurate unit and owner records, managing digital and physical filing systems using software's and handling resident communications, arrears processing, and legal documentation. The administrator also coordinates move-ins/outs, elevator bookings, and access device distribution, while ensuring timely updates of property forms and records. The role also involves updating property documents, and providing responsive support to owners, property managers and staff.

Job Responsibilities:

Work closely with the Property Manager in assisting all aspects of management including administrative and financial duties. Upload Condo PM'S current month's income statement & balance sheet. Create Condo Arrears letters. Create legal cards for condo owners in arrears and send letters in timely manner. Create and Email or Mail out various documents as required (Letters/notices/statements/etc). Assist in the creation and distribution of board packages, meeting materials, and resident communications. Coordinate elevator bookings, key/fob distribution, and move-in/move-out logistics. Onboarding new condominium corporations and owners. Creating electronic condominium and owner files, filing documents and ensuring all property files in Yardi are up to date and accurate. Preparing and sending condominium documents and estoppels. Create Work Orders and Purchase orders as needed. Review the forms uploaded to client portal of each of the assigned properties. Timely update them to current versions of the forms. Manage and maintain accurate unit and owner records by organizing physical files and updating digital documents, including scanning, uploading, and properly categorizing correspondence, forms, and other property-related documents. Track special projects such as inspections, maintenance schedules, and insurance compliance. Review Frequently asked questions and update on Client Portal. Work closely with accounting to prepare invoices and coordinate for payments. Maintain positive relationships with vendors, board members, owners and tenants through effective communication. Manage inventory of office supplies, letterheads, envelopes, and forms. Ensure timely completion of documentation and compliance-related tasks. General office and assistant duties - answering phones and emails, filing, data entry, creating and updating spreadsheets, etc.

Candidate Requirement:

Minimum Experience: 2 years in Property management- administrative role. Preferred Experience: Property Management experience along with general maintenance knowledge would be an asset. A candidate with hand-on experience of using Yardi Software or any similar software's.

Skills

Exceptional verbal and written communication skills Strong organizational and time management abilities Proven ability to prioritize, multi-task, and meet deadlines Detail-oriented with sound judgment and decision-making skills Customer service focused on a positive and professional attitude Comfortable working independently and as part of a team Financial awareness, including understanding of property budgets and contracts Proactive, solutions-oriented, and driven to lead by example
Job Type: Full-time

Benefits:

On-site parking Paid time off
Application question(s):

Do you have experience working with Yardi or similar property management software?
Yes/No

How many years of experience do you have working in property management or condominium administration?
(A) None (B) Less than 1 year (C) 1-2 years (D) 3-5 years

How comfortable are you with reviewing and understanding basic financial documents such as budgets, income statements, and balance sheets?
(A) Very comfortable - I can read, interpret, and explain them
(B) Somewhat comfortable - I understand the basics but may need guidance
(C) Not comfortable - I have little or no experience with financial documents

Have you previously managed multiple administrative tasks or projects at the same time in a fast-paced environment?
(A) Yes - I regularly managed multiple tasks and deadlines simultaneously
(B) Somewhat - I have done this occasionally but not consistently
(C) No - I have limited or no experience with multitasking in an administrative role

When would you be available to start if selected for this role?
(A) Immediately (B) Within 2 weeks (C) Within a month (D) More than a month

Work Location: In person