Office Administrator

4 weeks ago

Ottawa, Canada Windmill Development Full time

**Develop** financially successful real estate projects that help people learn to live happy, healthy lives within the resources of our planet.
- **Advise** others how to do this on their development projects through our advisory arm, Urban Equation.
- **Partner** and share risk so other developers can join us in transforming the development industry.
- **Give** responsible capital a voice through the One Planet Living Real Estate Fund.
- **Openly share** our experience so anyone, anywhere, can learn from our journey and be inspired to join us in our mission to embrace One Planet Living as the way of the future.

We understand we can’t create change on our own. It takes a community of curious and determined co-creators and bridge builders. Every voice has value.

If our mission resonates with you and your personal and professional values, please read on.

***

Windmill Development Group is seeking a highly organized and detail-oriented Office Administrator to join our team. As the Office Administrator, you will play a crucial role in ensuring the smooth and efficient operation of our Ottawa and Toronto offices, supporting various departments, and maintaining effective communication across our multiple groups of companies. This is a multifaceted role that requires strong administrative skills, exceptional communication abilities, and the ability to multitask in a fast-paced environment.

The Office Administrator supports the partners, development managers, project coordinators, and accounting and finance team at both Windmill/Urban Equations Ottawa and Toronto offices. You will organize activities and functions of assigned projects to ensure that the goals and objectives specified for the project are accomplished.

**RESPONSIBILITIES**

**1. Administrative Support**:

- Provide administrative support to various departments within the organization, including managing calendars, scheduling meetings, and making travel arrangements.
- Manage information including effective meeting minutes, tracking outstanding action items, consultant reports, site review reports, and contract administration.
- Assist in the preparation of presentations, meeting agendas, and other documents as required.
- Manage onboarding and offboarding tasks.
- Conduct research, compile data, and assist in the creation of reports and presentations.

**2. Office Management**:

- Oversee the day-to-day operations of the office, ensuring a clean, organized, and professional work environment.
- Manage office supplies and inventory, ensuring adequate stock levels and placing orders when necessary.
- Coordinate with vendors and service providers for office maintenance, repairs, and other related tasks.
- Implement and maintain office policies and procedures to optimize efficiency and productivity.
- Contribute to the sustainability and One Planet Living guidelines for the Office.

**3. Communication and Coordination**:

- Serve as the primary point of contact for internal and external stakeholders, including employees, clients, suppliers, and visitors.
- Answer and direct phone calls, take messages and handle inquiries promptly and professionally.
- Coordinate and schedule meetings, conferences, and appointments, ensuring all logistics are in place.
- Maintain and update contact lists and directories.

**4. Document Management**:

- Organize and maintain physical and digital filing systems, ensuring documents are properly stored and easily accessible.
- Assist in the creation, editing, and formatting of various documents, including contracts, agreements, and presentations.
- Manage document distribution and ensure confidentiality and security of sensitive information.

**5. Support for Development Projects**
- Contribute to the development of our Projects on various properties.
- Support project managers and coordinators for one-of-a-kind tasks as needed.

**QUALIFICATIONS**

Education
- High school is required. A University Degree or College Diploma is an asset (Office or Business Administration).

Experience
- A minimum of 2 years of working experience, preferably in a real estate condominium and/or real estate development industry.

Knowledge, Skills, and Abilities
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Strong attention to detail and accuracy in data entry and document management.
- Proficient in using office software, including MS Office (Word, Excel, PowerPoint), MacBook, and electronic document management systems.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and exercise discretion when handling sensitive information.
- Strong interpersonal skills and the ability to work effectively in a team environment.
- Flexibility and adaptability to handle changing priorities and tasks.
- passion for sustainability.

**WORK ENVIRONMENT**

Due to the nature of real estate development, the work landscape is defined by shifting priorit

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