Administrative Assistant

Key Responsibilities

Answer telephone calls and emails, respond to general inquiries, and provide administrative support to management and other staff.

Prepare correspondence, reports, forms, notices, spreadsheets, and other business documents, and maintain organized electronic and paper filing systems.

Schedule appointments, meetings, property viewings, inspections, maintenance visits, and other activities, and maintain office calendars and records.

Handle inquiries from prospective tenants about available rental units and provide information on rental terms, application requirements, and viewing arrangements.

Support the rental process by updating property listings, communicating with prospective tenants, and organizing rental applications and supporting documents.

Prepare and maintain rental and tenancy documentation, including tenancy agreements, notices, correspondence, move-in and move-out records, and tenant files.

Provide day-to-day administrative support for tenant matters, including move-in and move-out arrangements, inspection scheduling, building notices, and general tenant communications.

Coordinate routine maintenance requests by communicating with tenants and service providers, arranging access to rental units, and keeping records of completed or outstanding work.

Maintain records of invoices, service documents, office expenses, and other administrative and operational information for management review.

Communicate with contractors, suppliers, service providers, tenants, and other parties as required and ensure messages and documents are properly recorded and followed up.

Order office supplies, maintain office records and inventory, and perform other general administrative duties as assigned.

Job Requirements

Experience in residential rental, property administration, construction, customer service, or a related environment is an asset.

Fluent in both English and Chinese (Mandarin), with verbal and written skills