Job Description

The Site/Office Administrator role relates to the administration of a homeowners association in the operation of a community of 285 homes. It is an on-site role, with the possibility of occasional work-from-home scheduling in the future, once established in the role.The responsibilities for the Administrative Assistant include but are not limited to:

• Process day to day requests from owners, including parking, gate fob and mailbox key requests, landlord , guest rental and golf cart registrations.
• Receive and forward facility complaints, repair & maintenance requests, landscape renovation requests, and homeowner comments and concerns.
• Maintain files for policies and procedures
• Maintain records of equipment loans and returns
• Be a contact for in person inquiries.
• Create and post new bulletins to Associa TownSQ and Tcool.ca online platforms
• Manage Tcool.ca access and maintain website security
• Manage the Door King application, gate pedestal directory, and all gate and door access codes
• Maintain a physical & digital filing system for each home including resales and boat slip ownership
• Oversee and coordinate office administrative procedures and review, evaluate and implement new procedures to secure efficiency and compliance to company policies
• Liaise with a Board of Directors, Operations staff, Property Management Company, local First Nations band, and Homeowners to assist in efficient operations of the community and its amenities.
• Establish work priorities, ensure deadlines are met and procedures are followed.
• Administer policies and procedures related to the Homeowners Corporation Articles, Bylaws, Rules and Procedures, with consideration to WorkSafe BC, and to government Access to Information and Privacy legislation.
• Coordinate small operations and maintenance orders and purchases, and plan for office and operations services, such as accommodation, relocations, equipment, supplies, forms, acquisition and disposal of assets, parking, maintenance and security services.
• Manage phone calls and correspondence (e-mail, letters, packages etc.).
• Support Payroll, budgeting and bookkeeping procedures; manage incoming expense invoices and create purchase orders, code supplier invoices, forward to accounting for payment.
• Create and update records and databases with personnel, financial and other data.
• Track stocks of office and amenities supplies and place orders when necessary.
• Assemble data and prepare periodic and special reports, manuals and correspondence .
• Responsible for managing relationships with vendors as well as contractors such as recycling, janitorial, security, landscapers, and water treatment/waste water treatment plant operators.
• Liaise with the Water /Wastewater Treatment Plant operators regarding procurement.
• Other duties as assigned by the Board of Directors and Property Manager.

Physical DemandsSitting and making repetitive motions. Keyboarding.Occasional walk or ride golf cart to visit other locations on siteJob Types: Full-time, PermanentPay: $41,000.00-$46,000.00 per yearBenefits:

• Extended health care
• Life insurance
• On-site parking

Schedule:

• 4 hour shift

Supplemental pay types:

• Overtime pay

Ability to commute/relocate:

• Oliver, BC: reliably commute or plan to relocate before starting work (required)

Application question(s):

• What level of proficiency do you consider you have pertaining to software

programs such as Microsoft Office (Excel, Word, and Outlook), Teams and OneDrive?

• How much experience do you have in an environment requiring knowledge of WorkSafe and OHSR; for example, in administration within an industrial site?
• Are you willing and able to quickly learn specialized software such as procurement systems, gate systems, payroll systems, and other worksite systems?

Education:

• Secondary School (preferred)

Experience:

• Office Administration related: 2 years (required)

Licence/Certification:

• Drivers License (required)

Work Location: In personApplication deadline: 2024-06-15