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Administrative Assistant

Company: HOMELAND VILLAGE OPERATION INC.
Position: Administrative Assistant
NOC: 13110
Employment Type: Full-time, Permanent
Location: Moose Jaw, SK

Job Description

HOMELAND VILLAGE OPERATION INC. is seeking an organized and responsible Administrative Assistant to provide administrative support for our daily office and residential rental operations. The successful candidate will assist management with office administration, document preparation, rental inquiries, tenant communications, record keeping, scheduling, and other administrative matters related to the company's residential rental properties.

Key Responsibilities

• Answer telephone calls and emails, respond to general inquiries, and provide administrative support to management and other staff.
• Prepare correspondence, reports, forms, notices, spreadsheets, and other business documents, and maintain organized electronic and paper filing systems.
• Schedule appointments, meetings, property viewings, inspections, maintenance visits, and other activities, and maintain office calendars and records.
• Handle inquiries from prospective tenants about available rental units and provide information on rental terms, application requirements, and viewing arrangements.
• Support the rental process by updating property listings, communicating with prospective tenants, and organizing rental applications and supporting documents.
• Prepare and maintain rental and tenancy documentation, including tenancy agreements, notices, correspondence, move-in and move-out records, and tenant files.
• Provide day-to-day administrative support for tenant matters, including move-in and move-out arrangements, inspection scheduling, building notices, and general tenant communications.
• Coordinate routine maintenance requests by communicating with tenants and service providers, arranging access to rental units, and keeping records of completed or outstanding work.
• Maintain records of invoices, service documents, office expenses, and other administrative and operational information for management review.
• Communicate with contractors, suppliers, service providers, tenants, and other parties as required and ensure messages and documents are properly recorded and followed up.
• Order office supplies, maintain office records and inventory, and perform other general administrative duties as assigned.

Job Requirements

• Completion of secondary school; post-secondary education in office administration, business administration, or a related field is an asset.
• Previous experience in an administrative assistant, office support, or similar role is preferred.
• Experience in residential rental, property administration, construction, customer service, or a related environment is an asset.
• Fluent in both English and Chinese (Mandarin), with strong verbal and written communication skills.
• Good verbal and written communication skills with the ability to communicate professionally with tenants, prospective tenants, contractors, and service providers.
• Proficiency in Microsoft Office and general office software.
• Strong attention to detail and ability to manage multiple administrative tasks.