Administrative Assistant

3 weeks ago

Yonge, Canada Auxilium Financial Services Full time

**Job description**

Our client, in the private equity real estate space, is looking for a resourceful, proactive, and organized Administrative Assistant to join the team at their office located near Yonge & Eglinton. The administrative support person is responsible for providing a broad range of administrative and general office support to the two Principals, accounting department, and Managing Directors. The role will require discretion, confidentiality, communication, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization's operations, procedures, and people.

The responsibilities will include a range of business and accounting support tasks including but not limited to the following:
**Banking and accounting support**:

- Preparing cheques, coins, deposit books for deposits
- Making physical bank deposits at the branch as needed
- Remitting various payments as per the schedule through either online banking or at the bank
- Remitting payments to various vendors as required
- Maintaining, requesting approval, and filing invoices received by vendors
- Verifying invoices with staff and vendors
- Support bookkeeping procedures and following up with missing items or identified errors (by self or accountants) with relevant parties
- Maintaining accurate and current rent payments, invoices, insurance, and other schedules
- Assisting accountants with beginning of the month rent procedures
- Assisting accountants with payables procedures and creation of reimbursement packages
- Organizing and record keeping of files, receipts, invoices, and cheques
- Scan and document files in a timely manner
- Preparing and mailing payments and other letters
- Maintaining inventory lists of keys, cheques, deposit books and other items as required

**Communication**:

- Communicating with various vendors for inquiries relating to payment errors, bills outstanding, other conflicts with vendors related to billing
- Communicating with superintendents to follow up with outstanding rent cheques

**Other**:

- Assisting co-workers and management with non-routine tasks and reports, as required
- Maintaining an organized and neat office environment
- Managing the replenishment of office supplies (food, drinks, printer supplies, envelopes, electronics, etc.)
- Picking up and sorting mail from various locations in a timely manner

**Skills & Requirements**:

- Excellent time-management skills and demonstrated ability to prioritize tasks and meet deadlines
- Self-starter, works efficiently independently
- Commands clear written and verbal communication skills in a business environment
- Detail oriented
- Communicates proactively with team to provide timely and helpful information to others across the organization
- Organized and able to multi-task

*
- Team player mentality with eagerness to learn
- Possesses exceptional interpersonal skills
- Maintains confidentiality
- Able to work in compliance with policies and procedures
- Positive, professional, and helpful attitude/demeanor
- Willingness to travel (locally)

**Nice-to-have**:

- Administrative experience is an asset
- Knowledge of how banks work on a branch level
- Proficiency in Microsoft Excel and Microsoft Word
- Access to a car

**Location**:

- Toronto, ON

**Compensation**

**Job Types**: Full-time, Permanent

**Salary**: $15.96-$28.26 per hour

**Benefits**:

- Dental care
- Extended health care
- Paid time off
- Vision care

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Yonge, ON: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative experience: 1 year (preferred)

Shift availability:

- Day Shift (preferred)

Work Location: In person

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