Condo Administrative Assistant

3 Step Recruitment Inc • Full-time • North York, ON, CA • 3m ago

Position Summary

The Condo Administrative Assistant will support the Condo department by performing a range of administrative tasks. This role is crucial for maintaining the efficiency and organization of the department, including filing, pre-scanning, creating spreadsheets, and other duties as required.

Responsibilities

General Administrative Duties:
- Filing, e-filing, faxing, photocopying, and couriering documents.
File Management:
- Set up physical condo files, organize and set up projects in LDD, and verify information.
- Clean up files for scanning APS and amendments, ensuring proper batch organization.
Data and Document Management:
- Prepare summary spreadsheets.
- Process APS assignments, update LDD, and notify accounting.
- Box finished project files and coordinate with the Document Management Specialist for storage.
- Update project spreadsheets for occupancy permits and post documentation in LDD.
- Send subdivision surveys to purchaser’s lawyers.
- Assist in distributing occupancy and final closing packages.
- Copy money documents.
Support Tasks:
- Assist with drafting condo checklists.
- Perform additional duties as assigned.

Relationships

Internal:
- Condo Lawyers
- Condo Law Clerks
- Administration Team

Environment, Pace, and Challenges

Pace:
- Extremely fast-paced with a high volume of work.
Environment:
- Supportive with a high degree of autonomy.
Challenges:
- Requires strong multi-tasking and organizational skills.
- High pressure and stress.

Skills & Qualifications

Experience:
- Previous experience in a similar role; industry-specific experience is an asset.
Skills:
- Strong organizational skills with the ability to manage competing priorities.
- Attention to detail.
- Proficiency in Word, Excel, and Windows applications.
- Previous experience with LawyerDoneDeal (LDD) is a strong asset.
Interpersonal:
- Excellent collaboration, organizational, time management, customer service, and problem-solving skills.
- Ability to maintain cooperative working relationships with all levels of management.
- Able to work both independently and as part of a team.
Attributes:
- Hardworking, open to learning, and adaptable to new processes.
- Confidence to ask questions and seek guidance from senior clerks and condo lawyers.
- Strong note-taking ability to follow instructions accurately.
- Tolerance for repetitive tasks and ability to perform them accurately.
- Ability to follow instructions and complete tasks as assigned.
- Cooperative in a team environment but refrain from training others unless supervised by a Senior Law Clerk.

Permanent, full time role
Salary 65k – 80k depending on experience
2 weeks vacations
Benefits after 3 months
4 days in office, 1 day WFH