Part-Time Property Administrator

FirstService Residential transforms the property management landscape by providing professional association management services to over 9,000 residential communities across the United States and Canada. Our dedication to associate satisfaction and growth is recognized by our Great Place to Work certification, exemplifying our commitment to fostering a positive and inclusive workplace culture. Our 19,000 associates can count on competitive salaries, top‑tier medical and dental coverage, career training, and support for continued professional development.

Job Responsibilities

• By‑Law Compliance
  • Proactively monitor compliance with Condominium By‑Laws and Rules through regular property inspections and resident engagement.
  • Report and work with the Property Manager to issue warning notices and formal letters to residents in breach of regulations.
  • Maintain a digital record of violations and correspondence for Board review.
  • Provide monthly reports summarizing enforcement actions, outstanding infractions, and resolution status.
• Common Area Maintenance
  • Perform basic maintenance and cleaning of common areas.
  • Schedule and supervise preventive, seasonal, and corrective maintenance for landscaping, snow removal, and other common area items.
  • Conduct vendor performance reviews and communicate deficiencies promptly to the Board.
  • Maintain maintenance logs and ensure documentation is current for compliance and audit readiness.
• Weekly Site Surveys
  • Complete a thorough walk‑through of the property every week, inspecting common areas, building exterior, overall building health and safety, lighting, signage, mechanical systems, fencing, garden boxes, trees, and potential by‑law violations.
  • Submit a summary report to the Board within 48 hours of inspection with photos, identified issues, and recommended corrective action.
• Common Area Repairs
  • Perform repairs of common area and engage contractors to provide quotes for maintenance items.
  • Serve as the main point of contact for all contractors and service providers, coordinating scheduling, site access, and supervision of repair work.
  • Verify work completion and quality before approving invoices.
  • Update the Board on project progress, delays, and budget implications as needed.
• Notices and Correspondence
  • Prepare and distribute monthly notices, bulletins, and communications from the Board to all owners/residents.
  • Ensure timely delivery of AGM/EGM notices, fee reminders, scheduled work announcements, and policy updates via approved communication platforms such as email, notice boards, and mail.
• Reporting & Communication
  • Attend monthly board meetings and provide a detailed Property Manager’s report.
  • Maintain a running log of issues, work orders, and resident inquiries with resolution timelines.
  • Advise the Board of urgent matters requiring immediate attention or decision.
• Additional Duties and Responsibilities
  • Practice and adhere to FirstService Residential Global Service Standards.
  • Conduct business with the highest standards of personal, professional and ethical conduct.
  • Perform or assist with any operations to maintain workflow and meet schedules; notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
  • Participate in meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain knowledge of new developments, policies and regulatory guidelines.
  • Ensure all safety precautions are followed while performing the work.
  • Follow all policies and Standard Operating Procedures as instructed by Management.
  • Perform any range of special projects, tasks and related duties as assigned.

Education & Experience

• Bachelor’s Degree in Business or related field and three years’ experience in Property Operations, Hospitality or Construction.
• Management experience in a small or medium‑sized organization with responsibility for more than one functional department preferred.
• Understanding of physical building management, Condominium law, financial planning and law affecting property management.

Knowledge, Skills & Proficiencies

• Knowledge of assets, cash balance, and availability of funds for projects and cash flow management for capital improvements.
• Excellent organization, motivation, leadership, management and interpersonal skills.
• Critical thinking, complex problem solving, judgment and decision making ability.
• Ability to apply a comprehensive knowledge to the completion of difficult assignments.
• Strong verbal, presentation and written communication skills and ability to provide guidance to all associate levels.
• Ability to read, analyze and interpret technical procedures, leases and/or regulations.
• Strong proficiency in Windows and Microsoft Office, including Word, Excel, PowerPoint and Outlook.
• Previous experience reviewing and understanding financial reporting.
• Demonstrated experience managing large, complex accounts or projects; ability to meet deadlines and work well under pressure.
• Ability to work well in a team environment as well as independently; self‑driven with the ability to identify, plan and prioritize business opportunities.
• Knowledge of mechanical operations of a building and equipment (preferred).

Tools & Equipment Used

• Desktop, laptop, printer, scanner, mouse, keyboard, fobs, chair, etc.

Physical Requirements & Working Environment

• Stand or sit for prolonged periods of time; use a keyboard and office equipment.
• Possess a valid Alberta Driver’s License.
• Work flexible hours to accommodate evening meetings and/or emergencies.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all‑inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

Seniority level

• Entry level

Employment type

• Part‑time

Job function

• Sales and Management

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Hours over and above normal office hours will occur, including evenings, holidays and some weekends. Schedule is subject to change based on business needs.

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