Administrative Assistant
Ivanhoé Cambridge
Oshawa, ON
3d ago

Ivanhoé Cambridge develops and invests in high-quality real estate properties, projects and companies that are shaping the urban fabric in dynamic cities around the world.

It does so responsibly, with a long-term view to generate optimal, risk-adjusted returns. Ivanhoé Cambridge is committed to creating living spaces that foster the well-

being of people and communities, while reducing its environmental footprint.

Vertically integrated in Canada, Ivanhoé Cambridge invests internationally alongside strategic partners and major real estate funds that are leaders in their markets.

Through subsidiaries and partnerships, the Company holds interests in more than 1,000 buildings, primarily in the residential, office, retail, industrial and logistics sectors.

Ivanhoé Cambridge held more than C$60 billion in assets as at December 31, 2017, and is a real estate subsidiary of the Caisse de dépôt et placement du Québec ( cdpq.

com ), one of Canada's leading institutional fund managers. For more information : .

Department : Oshawa Centre

Position type : Salaried

Specific accountabilities

This position will provide administrative support to the General Manager, Operations Manager and Property Manager.

Main duties include :

  • Receive, direct, and take messages from incoming calls in a professional and friendly manner. Liaise with tenants, respond to their inquiries and / or refer inquiries to appropriate team members;
  • Act as central contact for certain company stakeholders and with other external customers as determined from time to time;
  • Assist with monthly sales reporting in JDE;
  • Assist with monthly traffic reporting as required;
  • Prepare spreadsheets, PowerPoint presentations as required by the GM or PM;
  • Preparation of various letters or tenant memos as required by the GM, PM or OM;
  • Regular tracking and updating of tenant restrictions and exclusives as noted in their lease;
  • Act as a back up for Administrative Assistant / Receptionist for ordering supplies, and maintaining the office;
  • Ensure completion and maintain all tenant files, including insurance collection and monthly sales;
  • Oversee and coordinate the Farmer’s Market, including agreements, insurance and logistics;
  • Lease out the community kiosk while working in conjunction with the local community and non-profit groups;
  • Coordinate utility information and tracking with the OM;
  • Receive and process utility payables inclusive of hydro, gas, and water, to ensure that same are paid in a timely manner;
  • Complete storage agreement documentation including input into TIPs system, delivery to tenants and respective status / tracking;
  • Other duties include overseeing small office events, typing correspondence;
  • Maintain the property emergency mass notification system by ensuring information is accurate and regularly updated; schedule monthly and quarterly testing;
  • Record Tenant open / close infringements and report to PM;
  • Update and maintain Tenant Manual and Crisis Manual;
  • Provide administrative support, including maintaining meeting minutes, to the team members as required.
  • Any other reasonable request made by the GM.
  • Key requirements

  • Minimum Grade 12 diploma or equivalent;
  • Must possess a minimum of 2-4 years administrative experience;
  • Administrative diploma or certificate would be an asset;
  • Highly proficient in Microsoft Office applications with advanced level Word, Excel and intermediate level Power Point;
  • Excellent communication skills, via phone, email or in person
  • Ability to work effectively with on site maintenance staff, Security and other staff members;
  • Must be a team player who is flexible and adaptable to a constantly changing, work under pressure in a fast-paced environment;
  • Must be able to take initiative and work independently;
  • Excellent interpersonal, organizational and communications skills are a must;
  • Strong customer service orientation is required;
  • Experience with JDEdwards is an asset;
  • Knowledge of JUICE and TIPS (in-house programs) are an asset.
  • If you are interested in this challenge, please submit your resume.

    You have everything to gain!

    When you join the Ivanhoé Cambridge team, you are eligible for employment benefits and a pension plan that are among the best in the industry.

    Our many health and wellness programs encourage you to balance your work and personal lives and fulfil your desire for social involvement, while maintaining a healthy lifestyle.

    At Ivanhoé Cambridge, you will have many opportunities to develop your skills and thrive professionally, in Canada or elsewhere in the world.

    Our initiatives aimed at creating an exceptional working environment that inspires our employees to give the best of themselves elevated Ivanhoé Cambridge into the ranks of Canada’s 50 Best Employers, 100 Top Employers and 10 Most Admired Corporate Cultures.

    Ivanhoé Cambridge’s commitment to diversity and inclusion spans the breadth of its operations. Accommodations are available upon request for candidates taking part in all aspects of the selection process.

    We take pride in creating a working environment where everyone is set up for success. Please advise us of any accommodations needed to ensure you have access to a fair and equitable process.

    Any information received relating to accommodation will be addressed confidentially.

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