Insurance Admin Assistant Jobs in Calgary, AB (NOW HIRING)

Homes by Avi Group of Companies is seeking a friendly, outgoing, and professional individual to join our team as a Condominium Management Administrator. Blue Jean Condo Management entered the market with deep industry knowledge and agility through the management of Homes by Avi multi-family developments.

Condominium Management Administrator

You will work directly under the leadership of the president to support our Blue Jean Condominium Management division. The Condominium Management Administrator is responsible for interacting with homeowners and board members, updating software and preparing documents as well as assisting with outgoing packages and notices. 

Who you are:

• You are an individual who is focused on providing exceptional customer service and has a positive, flexible, “can-do” attitude.  Providing solutions to your external customers is effortless.
• You are a natural at building relationships, able to work in a fast-paced environment, and eager to lend a hand, or step up to a challenge.  Your intuition is on point, and you can foresee what the next steps are, and initiate actions before they come across your desk.
• You are extremely organized, with the ability to prioritize tasks seamlessly, anticipate needs and issues before they arise, and maintain excellent attention to detail.
• You are an individual who is self-motivated, focused, and works well independently while valuing teamwork with external and internal groups.
• You have exceptional written and oral communication skills, including the ability to accurately interpret (decode) instructions and inquiries and translate (encode) them into clear, professional messages for residents, boards, and colleagues.
• You have strong conflict-resolution skills, with the ability to navigate difficult conversations with owners, residents, and boards professionally and calmly.

What You Will Do:

• Respond to questions and provide solutions to inquiries directed to Blue Jean;
• Work closely with the Condominium Managers to ensure seamless operations of portfolio properties;
• Screen calls, emails, and correspondence, ensuring timely and professional responses.
• Handle confidential and sensitive information with discretion and professionalism.
• Interact with condominium management software to ensure data is current and accurate;
• Assist in preparing correspondence, compiling documents, and proofreading for accuracy.
• Maintain organized filing systems, both electronic and physical, ensuring documents are accessible.
• Prepare notices, Unit Chargebacks, Bylaw infractions, AGM packages, and Budget Packages on behalf of Blue Jean;
• Attend AGM/board meetings as needed to take and distribute minutes, and follow up on action items;
• Assist with the collection of arrears for all properties;
• Onboard new properties into software and filing systems;
• Coordinate move-in/move-out logistics, including elevator bookings, fob/key issuance, and move-in deposits;
• Collect and verify vendor certificates of insurance (COIs) and WCB Clearance to maintain compliance records.
• Serve as an additional point of contact for clients visiting the office or calling in.
• Coordinate with residents, vendors, contractors, and stakeholders to ensure efficient communication.
• Log resident maintenance and service requests, dispatch to contractors, and track completion through to resolution.
• Assist with preparation and distribution of newsletters, notices, and updates.
• Support project management tasks by maintaining timelines and updating task management tools.
• Monitor software inputs and system updates, ensuring data integrity (e.g., Yardi Voyager).
• Organize and track key dates, ensuring deadlines for projects and compliance tasks are met.
• Assist in planning and coordinating internal and external meetings, events, or team-building activities.
• Arrange catering and ensure meeting spaces are properly set up.
• Assist in onboarding new team members, ensuring smooth integration into the team.
• Support document naming, uploading, and organization in the internal Document Store.
• Maintain and improve processes for efficiency and effectiveness.
• Manage office supplies and inventory, placing orders as needed.

Qualifications – Must Have’s

• 2 + years of professional experience in an administrative capacity.
• High School Diploma
• Valid drivers license
• Strong organizational skills.
• Excellent written and verbal communication skills.
• Strong interpersonal skills.
• Knowledge of Microsoft Office and Adobe products.

Additional Skills – The Nice to Have’s

• Condominium Management Administration experience.
• Post-Secondary education in business administration.
• Knowledge or experience in the condo management industry, including familiarity with the Alberta Condominium Property Act and standard condominium bylaws,
• Familiar with property management and office software (Yardi Voyager, Condo Control, Fresh Desk)

Company Benefits

• Positive workplace culture
• Team building opportunities
• Comprehensive health and dental benefits
• RRSP matching program
• Fitness program
• Volunteer program with paid time off
• Flex Days