Administrative Assistant Level Ii

2 weeks ago

Toronto, Ontario, Canada Board Of Governors of Exhibition Place Full time

Primary Function
Provide administrative support to the Director, Capital Works and the division.

Major Responsibilities

  • Assist with the preparation and/or composition of correspondence, memos, spreadsheets and reports.
  • Assist with the preparation of the capital works program budget.
  • Input and maintain Exhibition Place Capital Projects entries into the City CAPTOR database.
  • Coordinate and execute all details related to meetings and if required, record minutes and manage any followup issues.
  • Assist Director, Capital Works with preparation and evaluation of Capital project Tenders, RFPs and RFQs.
  • Provide administrative support for the processing of Capital invoices to ensure compliance with the Construction Act timelines.
  • Assist Director, Capital Works with the preparation of addenda and liaise with Consultant, Purchasing and other staff during tendering process.
  • Follow up with project change notices and change orders to meet contract requirements and coordinate their approvals.
  • Assist with the implementation of City's Capital Compliance process which includes updating and monitoring of City's Cost Control templates and adjust Capital charge accounts as required.
  • Reconcile Capital Project accounts internally as well as with the City's financial planning.
  • Prepare and coordinate the issuance of inhouse Capital work orders.
  • Update various financial reports for Capital Director's review on a monthly/quarterly/annual basis.
  • Project Coordination activities of small projects as directed by the Director, Capital Works.
  • Handle inquiries and requests for information from all levels of staff and external parties related to the division and provide regular updates to the Director, Capital Works.
  • Liaise with consultants, contractors and the City's legal for the preparation and execution of construction agreements.
  • Provide support with researching information, photocopying, ordering supplies, etc.
  • Update and maintain Key Standards and Procedures Manual.
  • Update project accounts, requisitions, invoices and all other related correspondence.
  • Maintain Capital Works division's filing system and review updates with the Director, Capital Works prior to distributing information to the internal staff as well as to the city.
  • Performs other duties as assigned.

Required Qualifications

  • Progressive experience in performing administrative duties.
  • Experience utilizing software packages (word processing, spreadsheets and electronic mail).
  • Experience in minute taking.
  • Good interpersonal skills with the ability to communicate effectively both verbally and written.
  • Good organizational skills including the ability to prioritize and meet strict deadlines with attention to detail.
  • Proven customer skills.
  • Good organizational skills including the ability to prioritize and meet strict deadlines with attention to detail.

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