Job Description: Administrative Support Staff

Annexus is seeking a detail-driven administrative professional to support our property management operations and deliver exceptional service to our clients. This role is ideal for someone who thrives in a fast-paced environment, maintains accurate databases, and communicates with precision and professionalism. You’ll play a key role in ensuring our strata management processes run smoothly, compliantly, and transparently.

Key Responsibilities

Meeting Coordination

• Schedule and confirm general meetings for owners’ corporations, committees, and strata managers

• Maintain meeting calendars and ensure timely notifications

Notice Management

• Issue levy notices and manage invoicing and account-related communications

• Ensure all notices meet regulatory timelines and compliance standards

Reporting & Documentation

• Generate monthly, quarterly, and annual reports to support proactive decision-making

• Prepare summaries of scheduled and completed meetings, budgets, and compliance status

System Management (Strata Master/PIQ)

• Input and maintain client details, meeting schedules, and updates in Strata Master/PIQ systems

• Ensure data accuracy and timely updates across all platforms

Client & Stakeholder Communication

• Send reminders and updates via SMS, phone, and email regarding meetings, work orders, and inspections

• Respond promptly and professionally to inquiries from property owners, residents, suppliers, and strata councils

Administrative Support

• Track and follow up on work orders, compliance documents, and meeting outcomes

• Generate and distribute notices, agendas, and other relevant documents

• Assist with budget preparation and general administrative tasks as needed

Compliance Adherence

• Ensure all communications and documentation align with property management regulations

• Monitor timelines and escalate delays or discrepancies as needed

Other Duties

• Perform additional administrative tasks as required to support the team

Preferred Qualifications and Requirements

• Experience
• • Minimum 1 year of administrative support experience preferred
• • OR college graduates with strong academic performance (e.g., Dean’s List, honors distinction, or relevant coursework in business administration, property management, or communications) are encouraged to apply
• Technical Proficiency
• • Familiarity with Strata Master, SMATA, PIQ, File Smart, Strata Vault, Strata Max, or similar Strata related software (training provided)
• • Basic proficiency in Microsoft Word, Excel, and Outlook (training provided)
• Communication Skills
• • Strong written and verbal communication skills across phone, email, and SMS
• Organizational Skills
• • High attention to detail and ability to manage multiple priorities effectively
• Team Collaboration
• • Positive, collaborative mindset with the ability to work well in a small, focused team