Administrative SpecialistJoin a Growing Team That Makes a Difference
Harbour Concepts Inc. is seeking a highly organized, detail-oriented, and customer-focused Administrative Specialist to support our growing condominium management team.
As a licensed condominium management company with decades of industry experience, Harbour Concepts is committed to providing exceptional service to condominium corporations and property owners. We pride ourselves on professionalism, responsiveness, and building strong relationships with our clients and communities.
This role is ideal for someone who enjoys working in a fast-paced environment, thrives on organization, and takes pride in delivering exceptional administrative support.
Position Overview
The Administrative Specialist serves as a key member of our operations team, providing administrative support to Condominium Managers, Boards of Directors, residents, and contractors. This position plays a critical role in ensuring the efficient day-to-day operation of our management office and the communities we serve.
Key ResponsibilitiesAdministrative Support
- Provide administrative support to Condominium Managers and senior leadership.
- Prepare, format, and distribute correspondence, notices, newsletters, meeting packages, and other client communications.
- Assist in preparing Annual General Meeting (AGM) packages, Preliminary Information Certificates (PICs), budgets, and owner information packages.
- Maintain organized electronic and physical records for condominium corporations.
- Process incoming and outgoing mail, emails, and telephone inquiries.
- Schedule meetings, appointments, site visits, and contractor access as required.
- Coordinate and track work orders, maintenance requests, and contractor follow-up.
Client & Resident Relations
- Serve as a professional first point of contact for residents, Board members, contractors, and visitors.
- Respond to inquiries and direct requests to the appropriate team members.
- Assist with resident communications and follow-up regarding service requests and community concerns.
- Support Condominium Managers in maintaining strong relationships with clients and stakeholders.
Financial & Operational Support
- Assist with invoice processing, coding verification, and documentation management.
- Support accounts receivable and accounts payable functions as directed.
- Maintain accurate records and databases related to contracts, vendors, and service providers.
- Track insurance certificates, contracts, and compliance documentation.
- Assist with collection of information for financial reporting and Board packages.
Team Support
- Assist with onboarding and training administrative team members as required.
- Support special projects and operational initiatives.
- Contribute to process improvements that enhance efficiency and client service.
- Maintain confidentiality of sensitive corporate and client information.
QualificationsRequired
- Minimum 2 years of administrative experience in a professional office environment.
- Exceptional organizational and time-management skills.
- Strong verbal and written communication abilities.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams).
- Ability to prioritize multiple tasks and meet deadlines.
- Strong attention to detail and accuracy.
- Professional, customer-service-oriented approach.
Preferred
- Experience in condominium management, property management, real estate, legal, or professional services environments.
- College diploma or post-secondary education in Business Administration, Office Administration, or related field.
- Familiarity with condominium governance and industry terminology.
- Experience using property management software.
What Sets You Apart
You are someone who:
- Takes initiative and ownership of your work.
- Enjoys helping people and solving problems.
- Is highly organized and detail-oriented.
- Remains calm and professional under pressure.
- Communicates effectively with a wide range of stakeholders.
- Works collaboratively while managing responsibilities independently.
Compensation & Benefits
Harbour Concepts offers:
- Competitive salary based on experience
- Comprehensive benefits package
- Professional development opportunities
- Supportive and collaborative team environment
- Opportunities for growth within a rapidly expanding company
- Modern workplace with a strong focus on employee success
Why Harbour Concepts?
At Harbour Concepts, we believe our people are our greatest asset. We invest in our team, encourage professional development, and create opportunities for advancement as we continue to grow.
If you're looking to build a rewarding career with a respected and growing condominium management company, we'd love to hear from you.
Apply today and become part of the Harbour Concepts team.
Pay: $40,000.00-$50,000.00 per year
Benefits:
- Extended health care
- On-site parking
Work Location: In person
