Olena Martynenko
Mississauga,Canada
Summary
- 13+ years of experience in administrative and document control roles.
- Expertise in managing and maintaining document management systems, including electronic and hardcopy filing systems.
- Proven ability to work with confidential and sensitive information, ensuring data security and compliance with policies.
- Strong organizational and coordination skills to establish workflows and monitor compliance with document control policies.
- Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat Professional, and database administration.
- Excellent communication skills to liaise with internal and external stakeholders and
Overview
17
17
years of professional experience
Work History
Assistant Property Manager
Melbourne Property Management
Toronto, ON
10.2023 - Current
- Maintain and regularly update resident, tenant, and unit owner records in the property management database.
- Verify the accuracy of all entries to ensure compliance with condominium regulations
- Record and track changes such as new registrations, lease agreements, and contact details
- Assist in organizing and reviewing contracts for vendors, service providers, and ongoing projects
- Ensure all contracts are properly filed in a systematic document catalog for easy reference
- Monitor contract expiration dates and notify the Property Manager or board about renewals or renegotiations
- Compile detailed reports for the board, including updates on financials, maintenance, and occupancy
- Review meeting minutes prepared by others to ensure accuracy, clarity, and compliance with condominium governance requirements
- Highlight action items from the minutes and follow up on their completion, ensuring proper documentation
- Handle confidential records, including financial data, legal documents, and resident concerns, with discretion and professionalism
- Adhere to privacy laws and best practices in managing and safeguarding sensitive information
- Maintain security protocols for digital and physical records, ensuring restricted access where necessary
- Oversee the organization of condominium-related documentation, including maintenance logs, insurance policies, and building plans
- Regularly audit the document catalog to ensure it is comprehensive, up-to-date, and easily accessible for inspections or board inquiries
- Standardize filing processes and improve document accessibility for staff and board members
- Assist in preparing documentation for compliance with legal and regulatory standards, such as fire inspections and building certifications
- Support the property management team with administrative tasks requiring detailed documentation
Operations Administrator
Ukrainian Credit Union Limited
Toronto, ON
03.2018 - 10.2019
- Provided exceptional member experience by opening new personal and business accounts, updating existing accounts, and closing accounts at the member's request.
- Performed dormant account closing project, effectively closing over 500 accounts within a tight timeframe
- Ensured each account was thoroughly reviewed and filed appropriately
- Managed member's updates originated from 16 branches, verified information, requested additional details when necessary, diligently maintained digital and paper database
- Involved in dealing with confidential and sensitive information.
- Proficient with DNA banking software, Microsoft Office and Outlook
- In collaboration with Credit Department where provided member's credit score request with upcoming filing to member’s DNA profile
- Checked and filed data on Mortgages profiles
- Checked, sorted, and kept updated property lease and purchase agreements.
- Conducted Operational Services for the Head Office and 16 Branches
- Managed facilities equipment services
- Organized trainings, Annual General Meetings, conferences other special events for over 300 people
- Supported Marketing Team with promotion activities and event organization
- Expense reporting
- Collected information from the Branched and prepared the Branch Board Report on a monthly basis.
- Operations and facilities support for the head office and 16 branches.
Executive Assistant to CEO
Premier Plus LLC
, Ukraine
06.2007 - 06.2017
- Managed a variety of administrative and clerical functions in a high-volume office (multi-line phone system, fax, scanner, etc.). Work independently without any supervision
- Performed reach, data collection, statistic compilation, document generation as necessary to complete special projects
- Mentored and trained new employees
- Experienced in organization of reconstruction and renovating work spaces, prepared general budgetary estimates
- Organized and coordinated special events, executive dinners, presentations, and trainings for 400 employees.
Education
Business Communication -
Sheridan College
Mississauga, ON01.2017
Bachelor - International Economic Relationship
Kharkiv National University named after V. Karazin
Ukraine06.2000
Skills
- Detail-oriented
- Ability to multitask
- Project Support
- Document Management
- Attention to Detail
- Database Administration
- Workflow Optimization
- Compliance and Data Security
- Organizational Skills
- Communication and Coordination
References
available upon request
Languages
English
Full Professional
Ukrainian
Native/ Bilingual
Russian
Native/ Bilingual
References
References available upon request.
Timeline
Assistant Property Manager
Melbourne Property Management
10.2023 - Current
Operations Administrator
Ukrainian Credit Union Limited
03.2018 - 10.2019
Executive Assistant to CEO
Premier Plus LLC
06.2007 - 06.2017
Business Communication -
Sheridan College
Bachelor - International Economic Relationship
Kharkiv National University named after V. Karazin
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