Assistant Owners Corporation Manager

About

Our client is a young and energetic strata management company with a vision to grow. They offer personalised and exceptional levels of service while exceeding the clients’ expectations.

They professionally serve an all-encompassing and diverse portfolio of properties which consist of large residential estates, commercial buildings, high rise residences, boutique establishments, townhouses, and aged care centres.

Reports To

Director, General Manager, Head Of Owners Corporation, Senior Owners Corporation Manager, Owners Corporation Manager and other management roles within the company.

Responsibilities and Duties

• To assist the Manager on day-to-day administration of the portfolio.

• While the OCM is on leave, to check their emails and respond where appropriate under supervision of the Senior OCM.
• To do data Entry
  • Update owners, creditors (including public liability information), and insurance details.
  • Set up new properties information in Strata master and network drive. 
  • Update existing property information in Strata Master including all registers
  • Update all Services Agreement in Strata master to make sure all agreement in place.

• To do filing/scanning (ensure filenames are saved appropriately)
• To code & approving regular OC invoices.
• To mail newsletters and welcome letters to new owners after settlement.
• To proactively obtain any missing information on owners (phone number, email, etc).
• To prepare OC Certificate for OCM to approve.
• To obtain quotes/ invitation to tender.
• To issue & follow up on Work Orders.
• To Process & follow up Insurance claim to completion.
• To assist with keys, fobs and remotes management including annual audit on existing stock.
• To process keys, fobs and remotes requests including EFTPOS machine.
• To mail all correspondence. 
• To assist OCM in drafting and sending correspondence once approved including agenda, circulars, emails and letters.
• To assist OCM in dispute resolution including issuing of Breach Notice.
• To participate in preparation of OC financial statements (monthly, quarterly or annually).
• To liaise with Building Managers where applicable.
• To perform other ad-hoc works as reasonably required by the company.
• Australia PR / Citizen