Owners Corporation Assistant Manager

Horizon Strata was formed to fill a much-needed gap in the market that many Owners Corporations have been searching for – a transparent, reliable, and credible service. We pride ourselves on offering Owners Corporations trades, services and insurance products that are not swayed by commission structures or incentives. We have team of highly skilled managers, accountants, and support staff, with decades of combined experience of managing an extensive range of Strata properties. Our primary business centers around providing Owners Corporation management to medium and large buildings within Melbourne. We deliver a broad range of services from general administration, financial and funds management to maintenance and compliance work, insurance assistance and much more. The company is looking to expand its portfolio, and is looking to add key staff to support future growth.

Reporting to the Owners Corporation Manager who you will be supporting and working alongside. This is a high-quality customer service and administrative support role assisting an Owners Corporation Manager. You are required to exercise judgment, set priorities and schedule work to meet deadlines. You must display good time management and organizational skills, as well as the ability to communicate effectively to clients. 

A range of duties are required day to day, with the core of those set out below:

FINANCIAL: 

• Prepare and draft budgets for the OC Manager and/or Finance Director to review 
• Clean up financials 
• Set up Committee meeting for budget approval

MEETINGS: 

• Prepare & issue AGM notices & agendas 
• Prepare & issue Committee meeting notices & agendas 
• End to end management of minutes (document, draft & finalise) 
• Manager AGM schedule & due dates for key personnel 
• Issue reminders to key personnel 
• Print notices prior meetings

INSURANCE: 

• Lodge claims on behalf of Owners Corporations & correspond with insurance broker 
• Circulate insurance renewal quotes to Committee for their approval 
• Pass on any queries from Owners Corporations to the insurance broker for guidance

MAINTENANCE: 

• Source quotes & distribute to Committee’s with explanatory notes 
• Issue work order’s for repairs & maintenance works 
• Issue notice letters for scheduled maintenance works on common property 
• Create re-occurring maintenance schedule for Owners Corporations & track progress

CONTRACTS MANAGEMENT: 

• Review contracts across portfolio & create & manage contract schedule 
• Source quotes for renewal & distribute to Committee for approval

This role is widely regarded as the stepping stone to becoming an Owners Corporation Manager. Candidates applying for this role should have the following :

• Strong communication skills, both written and verbal
• Prior administrative experience
• Real Estate, property or facilities management experience highly regarded, but not required
• Customer service or relationship experience beneficial
• The ability to resolve problems when they arise
• High attention to detail
• Word, Excel and Microsoft experience
• Organisational skills and time management

• Ongoing training, support and mentorship for candidates seeking career progression
• Competitive salary package
• Opportunity to work with the industries best and most experienced