Administrative Assistant Level Ii

7 months ago

Toronto, 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 follow-up 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 in-house 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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