Administrative Assistant
QuadReal Property Group
Winnipeg
27d ago

Headquartered in Vancouver, British Columbia, QuadReal Property Group is a Canadian real estate investment, development and management company operating on a global scale.

The company’s $24.5 billion portfolio spans 23 Global Cities across 17 countries. Owned by British Columbia Investment Management Corporation (BCI), formerly bcIMC, one of Canada’s largest institutional investors, QuadReal was established to manage its real estate investment portfolio.

This position reports to the General Manager and provides administrative support to the Winnipeg office.

Responsibilities

  • Plan, coordinate and fully manage events for staff, tenants, and clients
  • Coordinate meetings, order refreshments / food as required, set boardroom
  • Maintain organization and appearance of entire office in accordance with QuadReal’s corporate standard and culture, including kitchen and boardrooms
  • Liaise with QuadReal Think Tech and act as local expert and go-to for staff regarding IT network, system and software
  • Act as a member of QuadReal’s Wellness Committee; coordinate events and information sharing initiatives for Winnipeg
  • Research, plan and coordinate volunteer and donation opportunities / activities for the Winnipeg Office
  • Reception duties including sending and receiving daily mail and couriers, coordinating large mail outs
  • Manage office services such as plant maintenance, confidential shredding, water and coffee service
  • Maintain and order office and kitchen supplies
  • Prepare and distribute legal documentation using established templates (i.e. offers to lease, condition removals, extension letters, name changes, telecom agreements, short-
  • term tenancy agreements, consent to sub lease etc.)

  • Update stacking plans monthly
  • Update Vacancy Report monthly
  • Maintain vacancy database on our Web-based platform
  • Assist with and / or prepare various marketing materials and RFP’s
  • Maintain records of tenant insurance certificates and assist tenants as required in understanding insurance requirements
  • Create Leasing brochures using established templates
  • Assist with creating quarterly newsletters for tenants
  • Arrange parking passes and / or set up parking pay-as-you-go app for team
  • Order uniforms for Operations Staff
  • Research and order QuadReal stationary and swag
  • Track and report on vacation and attendance for Winnipeg Team
  • Process timesheets and overtime reports for Operations Team and Summer Students
  • Maintain and manage petty cash
  • Administer and track Tenant Survey exercise
  • Answer main office phone, assist callers and / or direct their call to the appropriate person
  • Liaise with our Landlord and act as our Tenant Representative and Fire Warden
  • Pull titles and obtain other information from the City of Winnipeg as required
  • Assist with building BOMA BESt certifications and award submissions.
  • Assist Operations Manager administratively and in managing / stocking satellite office
  • Assist General Manager with InTouch Ambassador deliverables
  • Various electronic filing for general and building files and uploading specific information to internal platforms as required
  • Upload and maintain all files on the Q drive
  • Complete understanding and adherence to the Environmental Policy, the Code of Conduct and other policies and procedures relevant to the position as prescribed from time to time
  • Other duties as assigned.
  • Qualifications

  • Experience - 2 years of experience in an administrative role
  • Education - High school diploma preferably supplemented with some post-secondary administrative and computer courses
  • Technical skills Intermediate to advanced skills in MS Word, Excel, Outlook and Access; knowledge of JD Edwards, Adobe Creative Cloud Programs an asset
  • Presence can do attitude; service oriented; creative; attuned to detail; self-motivated
  • Connections interested in being part of a close team; able to communicate clearly and professionally with team members, tenants and clients;
  • kind and professional phone manner; able to develop and sustain cooperative working relationships.

    QuadReal Property Group will provide reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format.

    If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following : Job posting #, your name and your preferred method of contact.

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