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Administrative Assistant, Asset Management, Canadian Multi-Family


Reporting to the Manager, Administration, and on behalf of the Canadian Multi-Family, the Administrative Assistant will be responsible for the management of all administrative duties, travel, calendar scheduling, internal/external communication and special projects as required. 


Qualified candidates can submit their resume to 

Duties and Responsibilities
  • Provide direct administrative and office support to various departments
  • Prepare travel schedules, book travel arrangements, and make reservations for team members 
  • Maintain electronic corporate files
  • Create and track Purchase Orders & coordinate with third party venders 
  • Complete expenses for Executive Directors/VP’s
  • Invoicing – track, receive and submit invoices for payment 
  • Assist with weekly market rent changes
  • Oversee new vendor onboarding, facilitate and track vendor approvals
  • Handle all incoming and outgoing mail and couriers
  • Arrange property tours for financing/new properties 
  • Consolidate information for Property Manager Transition files 
  • Liaise with different departments to obtain and consolidate information required for property transition and set up (acquisition, disposition, etc.) 
  • Assist with tenant meetings where required 
  • Maintain capex project schedule – one source for all AMs, directors, VP to access
  • Coordinate with IT, Marketing, Finance and third-party property managers to ensure newly acquired properties are setup in a timely manner across all systems 
  • Manage third party reports, weekly, monthly and quarterly for all teams 
  • Handle all incoming and outgoing mail and couriers 
  • Prepare and review presentations as required
  • Treat all responsibilities with confidentiality and discretion
  • Assist with special projects and any additional duties as necessary
  • Provide reception coverage (approximately 2hrs/wk) and additional coverage as requested
  • Post-Secondary Diploma in Office Administration, or relevant discipline
  • 3 years’ experience in an Administrative role preferred
  • Strong knowledge of office procedures and practices
  • Keen attention to detail
  • Experienced in booking complex air & ground travel
  • Strong writing skills.  Ability to draft memos, letters & press release documents
  • Proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point, Visio) 
  • Resourceful and flexible
  • Proven organizational and time management skills
  • Manual dexterity required to operate computer and peripheral
  • Interacts with employees, various management levels and the public at large

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