Administrative Clerk/Receptionist
Westcorp - Calgary, AB

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Job Status: Full Time
Department: Property Management
Property Name: London at Heritage Station
Location: Calgary, AB
Reporting To: Property Manager

Position Summary:

Perform a wide variety of administrative support duties, leasing support and assistance to the Property Manager in the execution of his/her duties including training, maintaining records, follow up of tasks assigned to others, and other duties as assigned by the Property Manager. To maximize value through effective revenue collections and minimize expenses through efficiencies. To provide professional front line customer service to clients and visitors to the community. He/she is an integral member of the team who ensures industry leading levels of customer service and facilities are provided to all customers.

Key Responsibilities:

  • Answer telephones, greet guests and handle enquiries in a professional manner
  • Maintain all Owner and Residential information in Yardi
  • Receive rent, condominium fees and utilities and ensure accuracy when utilizing debit machines to take these payments
  • Accurately post all payments in Yardi
  • Perform daily deposits, scan and save them daily in Sharepoint, as required
  • Maintain operating and security deposit bank deposit books
  • Manage Electronic Funds Transfer (EFT) and Post-Dated Cheque (PDC) processes
  • Monitor and reconcile all residential account ledgers
  • Contact current Owners and Residents in regards to condominium fees, returned (NSF) cheques, account balances, requests, etc.
  • Create and update the monthly A/R summary spreadsheet on a daily basis or as required
  • Collection of A/R weekly with notices, calls to residents, updating property manager weekly
  • Process A/P invoices and upload copies into Sharepoint
  • Create tenant chargeback invoices as required
  • Participate in administration of utility program
  • Prepare maintenance requests from Owners and Residents and dispatches the maintenance team accordingly
  • Monitors all pending work orders to ensure timely completion
  • Follow up with Owners and Residents after maintenance completion to ensure timeliness and quality of work completed
  • Complete/prepare purchase orders as required
  • Inform proper department when a new sale occurs
  • Prepare estoppels
  • Completion of documentation and turnover for new Owners
  • Attend weekly Community Meetings and stay informed of on-site initiatives and programs
  • Execute all work in a safe and professional manner and in compliance with Occupational Health and Safety Legislation guidelines
  • Ensure comprehension and compliance with all Westcorp Playbook policies
  • Ensure the adherence to all policies and procedures
  • Other duties as required and assigned by the Property Manager

Required Skills and Abilities:

  • High School Graduate
  • Post Secondary Education, relevant property management and accounting experience an asset
  • Strong inter-personal and analytical skills
  • Exceptional communication ability
  • Demonstrated ability to provide exceptional customer service and effectively resolve customer concerns
  • General knowledge of general ledgers and A/R an asset
  • Appearance must be neat, clean and professional
  • Ability to work with minimum supervision
  • Proficient computer skills and knowledge of Microsoft Office (Word, Excel, Outlook)
  • Must be personable and have a positive, energetic attitude
  • Must be flexible and willing to change roles or responsibilities as required.
  • Security clearance required upon offer of employment
  • Possess sensational customer service philosophy
  • Highly organized, results oriented and ability to work in a multi-functional team environment
  • In alignment with our Westcorp Values:

o Integrity, Vitality, Accountability, Results, Collaboration, Learning and Innovation

Please submit your resume with cover letter, in confidence to:
Tara Shrieves-Bissell, Property Manager
London at Heritage Station
Email: to the email address provided or Fax: 780-431-3331