Position Title: Administrative Assistant

Classification: Strata/Owners Corporation Management

Reports To: Office Manager / Senior Management

Employment Type: Part-time, Full time

Key Responsibilities

Administrative Support:

•Prepare, organise, and maintain owners corporation records, correspondence, and documents.

•Assist with meeting preparations, including producing reports and document collation, drafting and distribution of agendas and minutes.

•Assist the OC Managers with completing any actions from meetings.

•Maintain and update databases, registers, and other management systems.

•Process incoming and outgoing mail, emails, and phone inquiries in a timely manner.

•Prepare and distribute notices, reports, and other required documentation to lot owners and stakeholders.

•Respond to general enquiries from stakeholders including owners, contractors, insurers and agents.

•Conduct various tasks to meet clients’ needs and expectations.

•Coordinate maintenance and repairs of properties and facilities.

•General administration and office duties (eg: filing, scanning, mailings etc).

•Other duties as directed by the Office Manager or Owners Corporation Managers.

Customer Service:

•Act as a point of contact for owners, residents, and committee members, addressing enquiries professionally and efficiently.

•Respond to queries regarding owners corporation matters, escalating issues to the Office Manager or Owners Corporation Managers as needed.

Financial & Compliance Support:

•Assist in processing invoices, levies, and financial documents related to the owners corporation.

•Support compliance with legislative requirements, ensuring relevant documentation is up to date.

•Liaise with service providers, contractors, and suppliers as required.

General Office Duties:

•Assist with scheduling and coordinating appointments, meetings, and inspections.

•Ensure confidentiality and security of sensitive company and client information.

Key Result Areas

•Prepare agenda documentation for the Manager to review at least 4 weeks ahead of the AGM and finalised and circulated to owners 3 weeks ahead of the meeting.

•Ensure that minutes are finalised and circulated to owners within the required 2 week period.

•Provide information and assistance to stakeholders under the direction of senior staff;

•Respond to queries within 24 hours (1 business day). If further time is required, this must be communicated to the stakeholder;

•Maintaining information and property history in the OCOMS2 database on a daily basis;

•Recording of time undertaken on activities using OCOMS2 Timer;

•Prioritise and action maintenance items in a timely manner;

•Liaise with Owners Corporation Managers regarding outstanding items;

•Produce accurate work reports, as required.

Skills Abilities, Knowledge and Experience:

•Previous experience in an administrative role.

•Strong organisational skills with attention to detail and accuracy.

•Excellent verbal and written communication skills.

•Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and database management.

•Advanced proficiency in Microsoft Word, including expert use of its functions and features, is essential.

•Ability to work independently and as part of a team in a fast-paced environment.

•Strong problem-solving and time-management skills.

•Customer service-oriented approach with a professional and friendly demeanour.

•Well presented.

Preferred Qualifications:

•Experience in strata or owners corporation administration.

•Knowledge of relevant legislation (Owners Corporation Act, Strata Laws, etc.).

Work Environment & Conditions:

•Office-based role.

•Standard business hours with occasional flexibility.

•Collaborative team environment.