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Office & Leasing Administrator

3 months ago

Montreal, Quebec, Canada Armco Quebec Full time

This position's primary responsibilities are to provide strong administrative support and guidance relating to all general office functions in order to ensure the proper flow of procedures. The incumbent will assist in various Property Management activities such as replying to leasing and move enquiries, coordinating visits and administrative duties.

Office Management Duties:

  • Maintains office services by organizing office operations and procedures; controlling correspondence; managing the filing system and internal documentation on the drive.
  • Maintains office efficiency by planning and implementing office systems/procedures which may include equipment procurement.
  • Reception duties, such as answering all calls, point of contact for all visitors in the office, keep the kitchen clean and stocked with coffee essentials.
  • Distribution and tracking of all incoming and outgoing mail and couriers, approval of courier bills.
  • Ordering and managing office supplies.
  • Manage petty cash.
  • Local office AR/AP duties and point of contact.
  • Cheque processing and bank deposit.
  • Maintain knowledge of ongoing projects, allowing for proper integration of support services.
  • Prepare or review documents for team members as needed.
  • Administrative duties such as expense reports and reporting for the President.
  • Data entry, as required, ensuring a high level of accuracy.
  • Preparation/modification of purchase orders for supplies and services for all departments
  • Support diverse Construction projects by:
    • Tracking and reconciling invoices and Purchase orders.
    • Gathering, and maintaining Project documents, including promotional projects.
    • Creating custom reports for any special inquiries.
    • Filing of documents, invoices and project's hand over documents
  • Other projects and responsibilities as assigned.

Leasing and Property Management Duties:

  • Reply to all leasing enquiries (emails, calls, and walk-ins)
  • Regular meetings with Property Manager to go over available units, recently signed leases, and scheduled move-in/out.
  • As a backup for the property manager.
    • Schedule and coordinate visits of the condo and amenities with the prospects, and ensure the tenant is available for the visit.
    • Schedule visits for appointed Real estate company.
    • Executing the background check with a third-party company, and evaluation of the report with the Property Manager
    • Writing up the leasing agreement and collecting first month's rent
    • Create tenant profile in the Property Management Software
    • Point of contact for follow-up questions regarding the move etc.
    • Doing walk-throughs of the condos on moving day in to make sure all is okay, noting any issues that need to be addressed.
    • Updating contact list for secured delivery lockers with each move-in/move-out.
    • Replacing lost or damaged key fobs.
    • Scheduling the reservation requests of the lounge, and collecting security deposit
    • Liaison between tenant and Maintenance when necessary (urgent issues that need to be fixed immediately)

The Requirements:

  • Post-secondary education in Business, Finance, or a related field; or equivalent experience
  • Minimum of 3+ years' of related work experience
  • Excellent written and verbal communication skills with the ability to communicate at all levels in both English and French
  • Excellent time management and customer service skills (internal and external)
  • Highly detail-oriented and highly organized
  • Ability to deal with confidential and sensitive information.
  • Self-starter
  • Proven track record of effectively handling multiple projects simultaneously, as well as the ability to work at a high level of productivity in a fast-paced, complex environment.
  • Proficiency in Word, Excel, and Outlook
  • AP/AR experience is considered an asset.
  • Experience using Yardi or Property Management System is an asset.
  • Real Estate experience/knowledge is considered an asset.

If this sounds like a role suited for you, please submit your resume to:

While we greatly appreciate all applicants, only those selected for an interview will be contacted.