Administrative Assistant

3 months ago

Victoria, Canada Devon Properties Ltd. Full time

**Summary**:
The Administrative Assistant is responsible for providing administrative and clerical support for multiple departments within Devon’s head office. Responsibilities include, but are not limited to, project organization, daily support to Property Managers, tenant, vendor and owner correspondence, scheduling meetings and taking minutes, preparing reports and letters, filing, back-up reception duties, general office management and maintaining internal trackers.

**Responsibilities**:
General:

- Perform various administrative and clerical duties to support Property Managers, Accounting, Leasing and Rentals.
- Handle confidential information with discretion including tenant information, commercial and residential financial reports, income statements, tax returns, contracts, etc.
- Undertake projects with direction such as preparation of correspondence, reports, and data.
- Create and maintain internal trackers for projects.
- Offer ideas for improvement and best practices as appropriate.
- Assist with project work as required.
- Proofreading and completing assignments with a keen eye for detail.

Property Manager Support:

- Assist with tenant notices and letters such as utility service interruptions, repair and maintenance notifications, noise complaints, and no smoking/noise complaint notices.
- Assists Property Managers with the collection of arrears, such as parking and storage fees.
- Use initiative to prepare responses to tenant concerns, assemble background information and ensure that proper and timely action is taken.
- Review and compose various documents, reports and correspondence for distribution to building owners such as the monthly report, average rent report, insurance, property tax and building policy information, upon request.
- Update various internal forms and contact lists such as the walk-through history form, Building Manager contact list, and the on-call listing for Property Managers.
- Coordinate annual snow removal for all residential buildings.
- Assist with realtor inquiries and updating records upon sale of a leasehold unit.
- Assist with organizing strata AGM notices, meetings and correspondence.

**Duties and Responsibilities?**
- Manage and maintain documents and records (electronic files and hard copy files and contracts, backup, shared directories) efficiently and effectively, ensuring data/documentation integrity, timeliness for updates, and ease of reference or retrieval as required.
- Ability to manage files from beginning to end for purchases, sales and bank financing of real estate transactions.
- Ability to manage files from beginning to end of new management takeovers and turning over management of buildings.
- Drafting and coordination of required documentation up to closing, including status reports, final reports and other matters.
- Adhere to strict deadlines, managing closing dates and other deadlines.
- Organize multiple projects and oversee the timely progress and successful completion.
- Provide administrative leadership by: Assisting with preparation of monthly, quarterly and year-end reports for owner operators.

Maintaining and updating critical schedules, contracts, lists, reports, budgets, renewals etc.
Assist with administration of various reports, notices, and budgets relative to real estate and property management transactions.
- Conduct Land Title and Corporate Registry searches.
- Manage administrative tasks including daily requests for documents and reports from building owners, lenders, building managers, law firms acting on behalf of sellers, and purchasers of properties.
- Overseeing strata and leasehold administrative matters.
- Reviewing of contracts and transactions for accuracy and to ensure compliance with legislation, rules, policies and procedures.
- Corresponding with building owners and investors, ensuring they are up to date with recent real estate or property related issues.
- Assist with the preparation of legal documentation to facilitate property acquisitions and real estate transactions.
- Serve as back up support for reception and other administrative staff when required.
- Coordinate annual property tax payments and insurance renewals.
- Coordinate annual Land Title Transparency Report, Home Owner Grant Applications and similar annual projects.

**Qualifications**:

- Two (2) years' experience in a similar role in real estate, property management and/or accounting field.
- Demonstrated experience and skills providing support to an executive team in a real estate, property management, accounting or legal environment.
- Strong finance/accounting acumen with a proven ability to prepare, reconcile and track expenses and other financial documents.
- Highly competent with Microsoft Office Suite: Word, Outlook and Excel.
- Highly competent with Adobe and/or Foxit PDF.
- Outstanding written communication and proofreading skills, and document processing experience.
- Ability to create and manage reports, compose and edit letter

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