Administrative Clerk/Receptionist - Heron Management

Position Summary:

The role of Administrative Clerk is responsible for a variety of administrative clerical tasks in support of Heron Management operations. This key customer service role demands strong communications skills, organizational ability, attention to detail and proficiency in the use of standard office productivity software.

A. Duties:

General Administration:

1. Provides professional customer service reception and contact management for all incoming general inquiries and requests (call, e-mail and in-person).

2. Performs a variety of data entry tasks including digital scanning and online data management systems.

3. Ensures records, files, and documentation are maintained accurately and timely and in accordance with established procedures.

4. Maintains key management and tracking system.

5. Coordinates and schedules property showings by Sales & Marketing.

6. Performs credit checks and prepares lease documents for signature.

7. Manages a variety of tenant and client communications such as, but not limited to, showing and maintenance notifications, client/owner maintenance summaries and other ad hoc communications.

8. Completes and coordinates the administration of tenant “N…” forms and other formal correspondence.

9. Performs annual lease reviews and updates.

10. Assists with the development of other company/corporate documents.

11. Other duties as assigned

Customer Service and Communications

1. Uphold Heron Management values serving as a brand ambassador and focusing upon tenant and owner service;

2. Present in clean and professional work attire, wearing when required, company attire/uniform;

3. Professionally and courteously handle all inquiries, feedback, complaints, or concerns;

4. Interact with tenants/owners in a diplomatic manner; and

5. Foster and develop a customer service culture amongst all staff.

B. Working Conditions:

1. Administrative tasks are carried out in a typical small office environment with frequent exposure to conversational noise and a regular flow of people around the office.

2. Work weeks are 5 days, Monday to Friday, generally 8:30 a.m. to 4:30 p.m.

3. Occasional/infrequent after-hours or weekend work may be required.

4. Work processes are standardized or to be developed in conjunction with the incumbent.

C. Employment Requirements:

1. 1 year or more experience in an office setting providing clerical support.

2. Class G Drivers licence with clean driving record

3. Ontario Secondary School Diploma

4. Office Administration Certificate/Diploma or equivalent education & experience (preferred)

5. Punctual, meticulous and reliable

6. Customer service oriented, courteous manner

7. Superior communication skills, both verbal and written

8. Proven proficiency with MS Office Suite products

D. About Heron Management:

Heron Management is a property management firm serving Kingston and the surrounding region. Offering a range of property management and maintenance services, the Heron portfolio currently manages a large variety of single and multi-unit rental properties and provides a full suite of lease management/maintenance services for rental and private property owners.

Job Types: Full-time, Fixed term contractContract length: 4-6 months

Pay: From $21.00 per hour

Expected hours: 37.5 per week

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Licence/Certification:

• Class G Licence (preferred)

Work Location: In person