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

Requirements

• 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

Location

Head office