Portfolio Operations Analyst – Remote

Position Overview:

As an Operations Associate, you play a pivotal role in supporting Owners Corporation Managers (OCMs) and partnering with them to ensure the efficient management of communities. You will be responsible for maintaining organisation, managing essential administrative tasks, and ensuring seamless operations through effective data management, maintenance coordination, and communication.

Key Responsibilities:

Data Processing and Administration:

• Provide administrative support to the Owners Corporation management team, ensuring the seamless operation of the communities we manage.
• Diligently input and maintain accurate customer information in the company database.
• Update and ensure the accuracy of owner details, reflecting our commitment to data integrity.
• Manage email enquiries, maintaining responsive communication with clients, addressing their concerns, and providing updates on Owners Corporation actions.
• Draft and disseminate professional documents, including breach notices, circulars, notices, and meeting agendas.
• Ensure all written and verbal communications reflect accuracy, consistency, and professionalism.

Maintenance and Coordination:

• Oversee work orders through specialised tools, ensuring maintenance and repair tasks are scheduled, executed, and documented with precision.
• Maintain comprehensive maintenance schedules, safeguarding the optimal condition of managed communities.

Collaboration with Owners Corporation Managers:

• Partner with OCMs to address community-specific needs, ensuring proactive support and efficient problem resolution.
• Facilitate committee meetings by preparing materials, scheduling, and ensuring follow-through on action items.

Document Management:

• Maintain an organised digital file management system in line with company guidelines.
• Ensure the accessibility and security of the digital document repository for all portfolio files.

Other Responsibilities:

• Adhoc tasks, including answering and directing calls as needed.
• Assist with developing proposals for new business initiatives.
• Complete ad hoc tasks as assigned.

Systems:

• Proficiency in Microsoft Office applications.
• Familiarity with tools such as Urbanise Strata, StrataVote, Asana, Dialpad, Adobe Acrobat, and Bing.
• Experience with email platforms such as Front.

Key Competencies:

• Strong organisational and time-management skills.
• Exceptional attention to detail and commitment to accuracy.
• Effective written and verbal communication skills.
• Ability to collaborate with team members and clients in a professional and proactive manner.
• Flexibility to manage multiple tasks and adapt to shifting priorities.

Qualifications:

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred
• 1-2 years of experience in an administrative or support role
• Proficient in Microsoft Office and other relevant software programs
• Excellent communication and interpersonal skills
• Strong organizational and time management skills
• Ability to work independently and as part of a team
• Attention to detail and accuracy