Administrative Assistant Properties Department

Core Responsibilities and Duties

• Provide administrative support across departments related to property inquiries and data.

• Communication: Answer phone calls direct inquiries and manage email correspondence professionally.

• Documentation: Prepare edit and proofread reports invoices presentations and correspondence.

• Complete and submit Requests for Information (RFIs) annually for multiple properties and locations.

• Upload property tax documents to internal databases and send the document to a third party for appeal processes.

• Enter and monitor utility consumption data across various properties throughout the year.

• Set up new users in maintenance software; provide training and troubleshooting support as needed.

• Coordinate with property management to gather necessary property information for accounting purposes.

• Pull maintenance ticket reports from Prolease verify vendor payments through MT Direct and close tickets accordingly.

• Meet with team members to review maintenance tickets ensuring work has started and tickets are being properly documented with a PO.

• Create purchase order (PO) numbers for maintenance requests when required

• Ensure vendors are paid in a timely manner especially when escalations or complaints arise.

• Update Prolease database with newly purchased or leased properties.

• Perform additional tasks as assigned by the Corporate Facilities Manager and provide flexible support as needed.

Qualifications :

Required Skills and Qualifications

• Proficiency in Software: Strong skills in Google Office Suite (Docs Sheets Slides) and office equipment.

• Communication Skills: Excellent verbal and written communication skills.

• Organizational Skills: Exceptional organizational and time-management skills to handle multiple tasks.

• Experience: Previous experience as an administrative assistant receptionist or secretary preferred.

• Education: A high school diploma is typically required with post-secondary training considered an asset.

Additional Information :

• Profit Sharing
• Benefits (including health and dental)
• Tuition Reimbersment
• Opportunities for growth and advancement

Remote Work :

No

Employment Type :

Part-time