Receptionist/office Administrator

6 months ago

Toronto, Canada GRANITE REIT HOLDINGS LP Full time

**Job Title**:Receptionist/Office Administrator

**Department**:Finance

**Reporting to**:Director, Human Resources (HR)

**Location**:Downtown Toronto, ON

**Salary Range (annual)**:$45,000 - $55,000

**Position Overview**

Granite is a Canadian‐based REIT engaged in the acquisition, development, ownership and management of logistics, warehouse and industrial properties in North America and Europe. Granite owns 143 investment properties representing approximately 62.9 million square feet of leasable area. Its head office is located in Toronto and has regional offices in Dallas, Texas, Amsterdam, Netherlands and Vienna, Austria.

Granite is seeking a Receptionist/Office Administrator to join the Toronto office with all administrative responsibilities of managing our front desk and Granite’s daily operations. The successful individual will have the opportunity to gain further experience by working with various internal and external stakeholders, including global team members, Board Members and various vendors.

**Job Functions**

Reception and General Administration:

- Greet visitors, contractors, vendors, handle incoming calls.
- Coordinate meeting room bookings and ensure the Boardrooms are clean and organized.
- Collect incoming mail daily from Canada Post and distribute accordingly.
- Maintain the Pitney Bowes postage meter for out-going mail, upload stamp fees, order ink and follow up for new software upgrades and maintenance.
- Prepare, receive, record and distribute incoming/ outgoing couriers through FedEx, Canada Post or Ultimate Express.
- Order, restock and distribute office stationery.
- Maintain and organize inventory in the mailroom and supply room.
- Replenish paper to the mail room and finance department printer stations.
- Order kitchen/coffee supplies.
- Coordinate with Cadillac Fairview (landlord) for office maintenance or other services and follow up until work is completed.
- Update list of birthdays as employees join and leave Granite.
- Maintain records of Beck taxi chits and order new books as required.
- Maintain Iron Mountain records, ship/retrieve boxes for all departments. Prepare and label boxes and enter data to Iron Mountain data base and reconcile invoices for approval.
- Assist Executive Assistant (EA) with office off-site retreat, social events, holiday events and “Granite Gives” charity and community events.
- Make reservations, order catering and coordinate Board meetings, annual holiday party and other social events and birthday lunches.
- Assist with mailing of K1 (tax) forms annually.
- Maintain the Reception manual and update with new updates as required.
- Other duties as assigned.

Finance:

- Assist with managing Accounts Payable inbox, including forwarding invoices to Accountants for coding, communication with vendors and other office projects.
- Assist as back-up for vendor set-up.
- Reconcile invoices from Muldoon’s, Corporate Express, Pitney Works, FedEx, Ultimate Express, Beck Taxi, Impark, and Iron Mountain for approval.

Real Estate:

- Mail property tax bills to the relevant tenants for settlement and update the tenant contact list.
- Scan and file insurance certificates for all properties.
- Assist the VP of Construction with administrative support when required.

Legal:

- Assist with organizing archive documents and record keeping.
- Assist EA with expense reports and other admin duties when necessary.
- Scan and print documents when needed.
- Assist with Board related matters, AGM and other duties as needed.
- Provide general administrative support.

**Key Relationships**
- Executive and Senior Management
- Visitors/vendors
- Executive Assistant
- Director, HR

**Key Success Measures**
- Feedback from Granite employees and other stakeholders validating that the Receptionist/Office Administrator is viewed as approachable, trusted, respected, and provides valued services and support.

**Skills/Requirements**
- Proven experience as a Receptionist or other relevant administrative support experience.
- Proficient with MS Office Suite.
- Prioritize and organize daily workload.
- Must be able to meet deadlines in a fast-paced and quickly changing environment.
- A proactive approach to problem-solving with strong decision-making skills.
- Professional level verbal and written communications skills.
- Experience with Yardi is an asset.

**Key Characteristics**
- Trust - ability to work and communicate with others honestly and openly
- Teamwork - ability to work with others for optimal shared outcomes
- Accountability - taking responsibility for one’s own actions and the needs of the group
- Stability - providing a stable and predictable environment for key stakeholders
- Nimbleness & Creativity - solving issues creatively, independently, and in a timely manner

Granite is committed to fostering an inclusive and accessible environment where all our employees feel respected. If you need a reasonable accommodation during the hiring process, upon request

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