Executive Services Administrator

Shareholder Relations

• Maintain files and records in the capacity of Stock Transfer Agent for shareholders of the corporation using the Shareholder Management System
• Provide assistance to shareholders in all stock transfer and distribution related issues.
• Assist in processing shareholder distributions as directed by BOD
• Design and prepare the corporate annual report and coordinate the Annual Shaan Seet Shareholder meeting including: timeline, annual meeting notification and packet to shareholders, arrange meeting facility and online access, shareholder incentives, meal preparation, voter certification, necessary travel arrangements and record, compile and distribute meeting minutes
• Create and maintain a procedure manual for shareholder paperwork and stock transfers
• Assist with the management of ITF accounts
• Produce quarterly newsletter

Commercial Property Administration

Trailer Park, Residential and Commercial Rentals

• Establish new tenant files for trailer court tenants including all other required documents.
• Coordination with Accounts Receivable to ensure proper documents are scanned electronically and new tenant files are set up on QB and Buildium.
• Prepare and deliver Warning Notices and Notices to Quit as approved by General or Accounting/Office Managers. Ensure that all notices are recorded in both electronic and hard copy files.
• Follow up on compliance after notices have been delivered in the timelines specified in the notice.
• Work with Property Maintenance staff to keep Trailer Court and residential rentals clean & safe for all tenants.
• Advertise and show available rentals and lots in Trailer Court.
• Assist with new tenant move ins.
• Facilitate move outs and closing out tenant accounts.
• Facilitate communication with Property Maintenance staff on needed repairs and maintenance of all rentals.
• Facilitate communications in the event of an emergency.

False Island Storage Yard:

• Be the first responder to inquiries about space rental at the yard. Facilitate communication with the Property Maintenance staff for scheduling deliveries to and from the yard.
• Establish new tenant files for storage yard customers. Deliver a copy of Property Information form to Accounts Receivable once completed and ensure new tenant files are set up on QB and Buildium.
• When property is removed from the yard without notice, follow-up with tenant to determine situation. Communicate any billing changes to Accounts Receivable as soon as possible.
• Follow up on notices from Property Maintenance staff for tenants in non-compliance with Rental Agreement. Prepare warning or repossession notices for approval as needed.  Deliver notices as directed.
• Facilitate communications in the event of an emergency.
• Maintain the condition and integrity of utilities on the property.

Board of Directors

• Generate and maintain records for the BOD and President which include: meeting agenda and Board packets, attendance records, meeting minutes, resolutions and corporate and shareholder correspondence.
• Attend all Board of Director and Committee meetings for the purpose of transcribing, compiling and distributing the official corporate minutes.
• Provide assistance to the President, Board of Directors and General Manager in the preparation of proposals, reports, resolutions, data and research papers.
• Perform other duties as requested by the Board of Directors, General Manager and President.

General Clerical Duties:

• Compile, proofread and edit drafts of documents and reports, as requested.
• Create and maintain filing system for corporate records including: all Board of Directors and shareholder records, corporate licenses/permits, company assets including real property and vehicles, operation manuals for office equipment.
• Provide back-up support for accounts receivable and Admin Assistant as requested. discrepancies.
• Assist in the upkeep of the Buildium management system.

• High school degree minimum; additional degrees or certifications a plus
• Must possess excellent “people” skills, including conflict resolution.
• Excellent organizational and time management skills.
• Successful work experience in shareholder relations, property management and/or Board facilitation a plus.
• Previous experience in a supervisory position.
• Strong working knowledge of office procedures and protocols
• Proficiency with computer systems, including experience with office management software including Microsoft Office suite. Property management software and QuickBooks experience a plus.
• Comfortable using all necessary office equipment, including phone systems, printers and fax machines
• Excellent communication skills, written and verbal
• Commitment to discretion and confidentiality concerning sensitive company, shareholder and tenant information
• A proactive mindset, good problem-solving skills and the ability to multitask.