Reception Clerk / Administrative Assistant (Permanent, Part time)

Organization: Newport Property Management Ltd. Title: Reception Clerk / Administrative Assistant (Permanent, Part time) Hours: Mornings, Monday to Friday (20-25 hours/week); some flexibility of start/end times Location: In Person; must live in or be able to reliably commute daily to Victoria, BC - V8R 5G4 Workplace: friendly, collaborative, and professional Compensation: $23.50/hr; paid time off Preferred Start Date: Immediately Duties / Job Description: (mostly supported, occasionally independently) - Reception/Clerical duties o Cover phones, front door entry, and email accounts during the morning and lunch hour o Provide accurate information to callers and visitors regarding the organization o Triage, document, and pass on phone messages, emails, and paper mail o Assist fellow front desk staff, Administration, Accountants, and Management staff with clerical duties o Maintain all filing systems, both digital and hard copy, as a part of daily tasks o Maintain a clean and organized reception area - Assist in Property Maintenance Administration: o Correspond with tenants and vendors to coordinate maintenance o Document and maintain records of building and unit maintenance - Assist in Vacancy and Inspection Scheduling: o Receive and respond to Rental Inquiries o Assist in Scheduling Viewings for Property Managers at Vacant units o Receive and document applicant information for processing o Correspond with current and incoming tenants to arrange unit inspections prior to the start and end of tenancies o Fill out process checklists and data tracking where necessary o Notify failed applicants of rental status - Assist Office Administration / AP & AR: o Receive, document, and “process-in” incoming invoices for review o Receive and “process-in” rent and security deposits for accountants o Sort and send outgoing payments to vendors and staff - Assist in other duties as needed and as your own role permits - Learn and adapt to developing office processes and help in implementing new systems; provide feedback to refine and develop your own role - Part time: 8:30 AM – 1:30 PM (5 hrs/day; 5 day/week – 25 hrs/week) [flexible 30 minutes later start / 1 hr earlier end for 4-4.5hrs per day] - Compensation (start $23.50/hr) We are looking for someone who has/is: - Compassionate and ethical approach to problem solving; desire to approach work with integrity and take pride in outcomes - Team-oriented: willing to collaborate, learn from, and share work with others - Phone etiquette and personable phone demeanor; especially if you can be self-motivated to make phone calls as a key and integral part of the working day - Experience / Ability to maintain a professional demeanor while speaking with stressed or discontented members of the public; especially if you are prepared to establish and maintain cordial relations with a high volume of important office contacts - Strong sense of prioritization and eagerness to learn specific office priorities - Ability to understand and maintain organizational systems; especially if you are naturally driven to organizing information and tasks - Strong memory for numbers or ability to manage numbered information - Tolerance for repetitive tasks such as: o Saving and printing batches of PDFs o Scanning and saving documents o Opening and date-stamping mail o Sort, sealing, stamping, and sending mail o Mass filing - Comfortable adapting to changing or developing office systems and protocols Specific Experience and Qualifications: Required: - Proven written and verbal skills: understanding and communication at a high level in English with attention to grammar and punctuation in written communications. - Handling sensitive information in a confidential manner - Experience with phone etiquette and client/customer interaction - Strong organizational skills with the ability to multitask and prioritize tasks effectively - Familiarity with Microsoft Office Suite (Word, Excel, Outlook) - Proven ability to use digital systems to organize information Preferred: - Secondary School - Reception/front desk, clerical, and/or administrative experience - Proofreading skills - Proficient in Microsoft Office Suite, Outlook, Teams, and/or similar office programs - Experience with scheduling in shared calendars This is an excellent opportunity for someone who is organized, detail-oriented, and has a passion for providing exceptional customer service. If you are looking for a dynamic role with opportunities to expand your experience, we encourage you to apply by sending a resume and a short cover letter to info@newportrentals.ca. Please provide your preferred start date or earliest availability with your application. Please note that only qualified candidates will be contacted for an interview. Thank you for your interest in joining our team.