Administrative Assistant (Contract)
Bentall Kennedy
Toronto, CA
6d ago

The opportunity :

Located in North York, with direct access to Finch Subway Station at Yonge and Finch, this position will be a part of the Property Management team supporting several office and industrial buildings.

This position will report directly to the Property Manager. We are looking for someone who will bring a strong sense of commitment and dedication in providing administrative, customer service and accounting support to our clients and members of the team.

If you are curious about the Property Management industry and want to be part of an amazing team, we are looking for you!

What you will do : Reception Functions

Reception Functions

  • Effectively and professionally greet and communicate with all visitors to the office and develop positive working relations with tenants and external contacts
  • Handle customer / tenant inquiries and complaints, following company guidelines / procedures / policies; ensure information is forwarded to the appropriate staff member for any required follow-up
  • Responsible for distribution of all in-coming mail to office staff
  • Prepare all outgoing mail and schedule couriers
  • Administrative Functions

  • Provide general administrative support.
  • Provide support to the Property Manager and office staff for all aspects of day-to-day activities for (10) assigned buildings in portfolio
  • Record and update all board room bookings
  • Record and update all freight elevator bookings
  • Responsible for ordering office and kitchen supplies and maintaining inventory lists
  • Ensure all office equipment is in proper working order and arrange for repair / servicing of any malfunctioning equipment as required
  • Maintain and update tenant information, including phone numbers, contact names and emergency contact information
  • Maintain and update approved contractor list
  • Liaise with contractors and building operations staff
  • Maintain and upload property information to portal
  • Embrace and pro-actively support BentallGreenOak's culture of environmental sustainability, and corporate and social responsibility
  • Assist with special projects, tenant events and other office functions as required
  • Other tasks and responsibilities as may be required from time to time
  • Accounting Functions

  • Address vendor payment inquiries
  • Process invoices for assigned buildings, including matching to purchase orders, coding invoices to comply with budget schedules
  • Assist with accounts receivables when required (phone calls, emails, subsequent follow ups
  • Recording rent cheques and invoices received, including bank deposits
  • Use Perceptive to enter and process invoices (and other accounts payable functions)
  • Use JDE and Yardi as necessary to assist with accounts receivable
  • Who you are :

  • Minimum 1 year’ related administrative and accounting experience; property management experience is considered an asset.
  • High school diploma education supplemented with some post-secondary relevant courses.
  • Superior oral and written communication and presentation skills; an ability to develop and sustain cooperative working relationships at all levels;
  • ability to exercise confidentiality; displays enthusiasm and has a desire to learn; team player.

  • Strong organizational / multi-tasking skills ability to allocate one's time effectively, work under pressure and manage tight deadlines;
  • ability to handle multiple demands and competing priorities and adapt to new ideas and constant changes.

  • Computer Skills Advanced skills in Microsoft Office; particularly Word and Excel.
  • Reasonable accommodation at any time throughout the hiring process is available through BentallGreenOak's Human Resources department for applicants with disabilities or for those needing job postings in an alternate format.

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