Property Technician

2 months ago


Montréal, Canada Administration portuaire de Montréal Full time

Under the supervision of the Property Manager, the incumbent provides administrative and technical support for all areas of the department’s management team. The incumbent will:
Provide administrative support for Property Service activities
- Follow up on documents and invoices issued for various requests (purchase requisitions, purchase orders, contract release orders, etc.) for multiple suppliers.
- Write and compile various reports, presentations, meeting minutes, memos and correspondence, conduct language revision, format documents and coordinate the translation of documents (letters, memos, leases, agreements, and correspondence).
- Ensure compliance of documents (approval requests, capital projects, leases, agreements, etc.) and make sure they get signed and approved.
- Ensure compliance with all administrative steps and follow up on property appraisal, property management and non-compliance reports.
- Participate in drafting various departmental presentations to internal (Executive Committee, etc.) and external stakeholders (clients, partners, etc.).
- Prepare and send information to tenants.
- Collaborate with the entire team to ensure efficiency of operations and the work environment.
- Assist managers in the tendering process on some contracts.

Provide general administrative support
- Answer telephone calls and requests for general information, and forward them to the persons concerned and/or provide the information requested to internal and external customers.
- Welcome visitors to the department.
- Perform mail processing and follow up.
- Filing documents and maintaining the filing system and/or databases. Ensure that the established structure of the service for the management of integrated documents is respected and centralized by the members of the team and to ensure compliance.
- Follow up on service billing.
- Ensure the administrative follow-up of the meetings.
- Coordinate the agenda of the manager(s), as needed.
- Ensure the administrative follow-up of travel or any other event of the service; prepare travel authorizations, reservations and expense allowances for the manager(s).
- Carry out the administrative follow-up of time sheets with team members.
- Conduct inventory checks of office supplies and place orders as needed

Provide general administrative support
- Respond to and direct telephone calls and general inquiries to the appropriate individuals and/or provide requested information to internal and external clients.
- Welcome visitors to the department.
- Process and follow up on mail.
- File documents and update the filing system and/or databases. Ensures that the department’s established structure for integrated document management is respected and prioritized by team members, and ensure compliance.
- Track billing for the department.
- Conduct administrative follow-up on meetings.
- Coordinate the manager’s schedule, as needed.
- Carry out administrative follow-up on travel or other department events; prepare travel authorizations, reservations and expense allowances for the manager(s).
- Conduct administrative follow-up on team members’ timesheets.
- Complete inventory checks on office supplies and place orders as required

**Qualifications**
- Diploma of college studies (DEC) in building systems technique or professional studies (DEP) with specialization in administrative techniques or a related discipline.
- University diploma in real estate and urban management or urban studies, an asset.
- Three (3) to five (5) years’ related experience.
- Bilingual (French and English).
- Proficiency in Microsoft Office Suite.
- Excellent command of French and English, both written and spoken.
- Knowledge of the SAP system and its core components, an asset.
- Basic knowledge of blueprint reading.
- General knowledge of building standards (RBQ), an asset.
- General knowledge of CNESST standards, an asset.
- Experience in customer service (internal and external customers)
- Sense of tact and diplomacy.
- Strong capacity for teamwork.
- Good judgment.



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