Office Administrator

3 days ago

London, Canada McCOR Management (East) Inc. Full time

McCOR Management is one of the largest privately-owned real estate development and property management companies in Canada and we are looking to add to our teams.

**Position Title**:Office Administrator**
**Immediate Manager**: Property Manager
**Next Level Position**: Property Administrator

**SUMMARY**:
To provide administrative support to the Property Manager / Property Administrator / Operations and Marketing in all activities with each property. A strong commitment and dedication in providing accurate and timely administrative duties. The Office Administrator should be motivated, enjoy working with people, possess high energy, attention to detail, and be able to change direction of workflow - maintain and improve the goals and objectives of the property management operations.

**FUNDAMENTAL DUTIES**:
**Accounts Payable**:

- Preparing invoices from vendors to ensure that all the information appearing on them is accurate and complete. Identifying errors or discrepancies and resolve before processing
- Full completion of coding blocks
- Attention to chart of accounts and annual budget
- Communicate with accounting staff and vendors/suppliers/contractors as needed
- Assist in the monthly accruals
- Ensure that copies of invoices are done and filed in a manner that they can be easily accessible
- Ensure that payments to service providers such as - Bell, Rogers and all service utilities are handled in a timely manner and processed quickly
- Set up and monitor the contractor/vendor supplier lists
- Ensure completion of employee expense reports

**Invoice Control**:

- Ensure proper approval on all invoices
- Copying all original invoices and file by vendor
- Forwarding original invoices to designated accountant for payment once approved & coded
- Ensure correct GL is used, if not sure, address with the Property Manager

**Vendor Queries**:

- Attending to vendor queries in a timely and courteous manner
- Any adjustments on invoices or clarity on work or projects with a vendor must be addressed with Manager
- Act as first line of contact with vendors, clients or tenants regarding billing concerns

**Assist With Budgeting Process**:

- Assisting the Manager with the preparation of the operating and capital budgets
- Provide information as requested by Managers

**Prepare and Maintain Tenant Emergency Contact, Key Holder and Phone Lists**:

- Ensure that the emergency contact list is current and accurate
- Ensure that the key holder contact list is current and accurate
- Ensure that the phone list is current and accurate
- Copy and distribute to Manager and operators

**Prepare and Maintain Vendor Master List**:

- Ensure that the vendor contact list is current and accurate
- Copy and distribute to Manager

**Prepare and Maintain Staff Directory List**:

- Ensure that the staff contact list is current and accurate
- Copy and distribute to Manager and staff

**Enter, Create and Review Purchase Orders**:

- Ensure that PO’s are issued for service work and as requested by Manager
- Track all PO’s that are issued
- All invoices except as noted above should have a PO number

**Miscellaneous Duties**:

- Act as first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns or suggestions
- Answer all telephone inquiries, determine the appropriate internal contact and route calls accordingly
- Strong writing, editing, and proofreading skills
- Prepare agendas for meetings, and transcribe and distribute meeting minutes
- Ensure proper file management and archive of files, for payables, administration files, etc. while accurately and appropriately filing correspondence, invoices, and receipts
- Maintain and organize tenant certificates of insurance, vendor insurance and all necessary documents, i.e.WSIB
- Ordering office supplies and maintaining an inventory, as required and arrange for service of office equipment as required
- Assist with tenant and Marketing functions - such as tenant appreciation and other events
- Coordinate the logístical aspects of departmental programs such as meetings, seminars, workshops, special projects, and events
- Maintain petty cash
- Act as backup to Property Administrator position understanding receivables and lease administration with some cross-training of positions
- Other administrative tasks and special projects as assigned
- Complete projects and special assignments as per direction

**QUALIFICATIONS**

**Education**:

- Post-secondary business education preferred
- Office Administrator Certificate considered an asset

**Required**:

- A minimum 3 years business related industry experience in real estate/ property management with an accounting focus
- Excellent oral and written communication skills, ability to develop and sustain cooperative working relationships, ability to exercise confidentiality, team player, self-motivated, displays enthusiasm, and a desire to learn, professional, work under pressure and ma

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