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Residences Liaison

Location:	Toronto, Ontario, Canada
Job Type:	Permanent
Posted:	30th Nov -0001
Closing Date:	3rd Nov 2010
Posted By:	The Ritz-Carlton, Toronto
Details:
Residences Liaison JOB SUMMARY Provides administrative support for Director of Residences. Serves as primary point-of-contact for all Residence Owners. Assists in controlling the revenue and expenses related to properties under his/her control. Prepares and maintains related reports and files for legal and administrative documentation and provides the Director of Residences with administrative support and financial and payroll record keeping for the Condominium Corporation as well as the Ladies and Gentlemen providing services to the Condominium Corporation to The Ritz-Carlton standards. Ensures compliance with The Ritz-Carlton Operating Standards to maintain brand integrity, directs implements and maintains the level and philosophy set by The Ritz Carlton standards. The Residence Liaison has the authority to instruct fellow Ladies and Gentlemen regarding work on behalf of the Director of Residences. RESPONSIBILITIES The primary responsibilities of the role include: OPERATIONS  Provide administrative support to Director of Residences  Prepare and send “new or welcome packages” to owners and set up relevant Owner documentation, maintain files  Prepare and issue Status Certificates for execution by the Director of Residences  Reconcile resident accounts by reviewing resident history and Trust reports, arranges collection or refunds as appropriate and advise residents of status of account  Issue identification pass cards (FOBS), locker and mailbox keys, maintain manuals and / or comp computerized lists and ensure that all additions, alterations and/or terminations are properly recorded in the various systems.  Assist the Director of Residences when requested by obtaining quotations for repairs, construction and contracts.  Maintain a complete Owners’ Register File and update changes as necessary.  Maintain a filing system for correspondence and invoices; maintain a record keeping system of payments and income for owners.  Receive and process monthly charge payments.  Follow up on arrears, prepare reminder letters, lien letters and power of sale notices to the owners and lawyers in conjunction with the Director of Residences.  Bank the maintenance fee payments and other payments as required.  Prepare and distribute invoices for owners/residents charges as per in-suite maintenance policy and follow up to ensure payment and processes the entries.  Receive and process invoices for payment upon approval of the Director of Residences, and if applicable by entry into the computer or file register.  Prepare payroll time sheets for approval by Director of Residences.  Receive and open incoming mail, directs it to the Director of Residences and expedite out-going mail and courier packages.  Assist in performing research, routine calculations and prepare lists to assist the Director of Residences with budget preparation and escalation recoveries/shared cost billings.  Attend Board of Directors Meetings, Condominium meetings and the Annual General Meeting as directed; type notices of Annual General Meetings and Agendas, Director’s Reports, Minutes and mail to registered owners and approved others of Board Meetings and corporation business.  Receive persons entering the office  Coordinate and communicate with residents and our Ladies and Gentlemen regarding amenity room bookings and requirements  Work is generally defined by standard practice or standing instructions from the Director of Residences; within these limits, the incumbent is expected to proceed independently. Any decisions, which could significantly affect the financial status of the property, require the approval of the Director of Residences. PROFILE Experience • Must have a minimum of (3+) of progressive years experience in a comparable administrative role in Condominium Management. Education • High School Graduate (Grade 12) (typing 50wpm, knowledge of bookkeeping, computer programs) Required Skills • Broad understanding of facility management (sanitation, maintenance, operations) • Strong customer development and relationship management skills • Knowledge of contract management and legalities • Knowledge of Microsoft word or Excel • Financial management skills e.g., ability to understand P&L statements, manage operating budgets, forecasting and scheduling • Strong communication skills (verbal, listening, writing) • Strong problem-solving skills • Strong customer and employee relation skills • Strong organization skills • Ability to use standard software applications • Effective decision making skills • Effective influence skills

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