Administrative Assistant

4 days ago

Saintleonard, Canada First Capital Full time

First Capital [TSX: FCR.UN] owns, manages and develops grocery-anchored open-air centres in neighbourhood with the strongest demographics in Canada. As one of Canada’s top employers, we foster a vibrant culture that ensures equal opportunity and well-being for all employees in a dynamic workplace. We are proud to provide rewarding opportunities to build meaningful careers in a fun and high performing environment.

**THE ROLE**:
We are looking for a Property Administrator to join our dynamic property management team based in Saint-Leonard, Montreal. Reporting to the Property Manager, the Property Administrator will be responsible for providing various services to effectively operate and maintain a portfolio of retail and mixed-use properties. Those services will include accounts receivable reporting, accounts payable processing, budgeting, supplier invoicing, rent roll review, and tenant communication. In this role, you will very much be an integral part of the team and support the delivery of “best in class” property operations to enhance our assets and tenants’ relationships.

**WHAT YOU WILL DO**:

- Provide critical administrative support to the property management team.
- Conduct review of the monthly rent-roll and pre-authorized debit report.
- Perform accounts receivable reporting, including bank deposits, form filling, and inputting accounts receivable commentary.
- Prepare and process purchase orders and accounts payable invoices.
- Send, collect, and process various tenant chargebacks.
- Oversee the payment of utilities, track billing and assist with collection of data for tenant charge backs, and environmental, social, and governance (ESG) reporting.
- Prepare manual tenant statements of accounts and manage account reconciliations.
- Issue demand, default, or termination notices to tenants.
- Prepare and issue tenant refunds.
- Assist with monthly and annual budgets.
- Monitor, track, and collect tenant insurance and tenant sales reports.
- Prepare check lists for tenants' move-in and move-outs and ensure all documentation are completed.
- Liaise with the Operations team to dispatch maintenance and security at tenant’s request and to facilitate smooth day-to-day site activities.
- Liaise with property accountants, lease administrators, and legal to ensure the accuracy of tenants' information.
- Participate in special projects and take on other duties as assigned.

**WHAT YOU BRING**:

- One (1) to three (3) years of administration experience, ideally within residential, commercial, or retail property management.
- Post-secondary education, preferably in business, accounting, or related field as an asset.

**WHAT YOU NEED TO BE SUCCESSFUL**:

- Must be fully bilingual in French and English.
- You care about providing exceptional customer service and you know how to create connections and lasting first impressions.
- Service oriented with the ability to problem solve and offer solutions.
- Excellent communication skills to effectively communicate with tenants, suppliers, internal teams, and other stakeholders.
- Strong attention to detail and time management skills to coordinate multiple, competing priorities and deadlines.
- You have solid computer skills coupled with sound knowledge of Microsoft Office (Excel, PowerPoint, Word, and Outlook). Experience working with JDE, and Building Engines would be an asset.

**WHAT WE OFFER**:
We invest in People. Along with our competitive compensation packages—we’re always thinking of new ways for our people to share in the company’s success. We are very proud to offer the following to our employees:

- Flexible Hours
- Remote workdays
- Company-matched savings plans
- Annual Wellness Subsidy
- Tuition & Development Program
- Employee Referral Program
- Rewards and Recognition Programs
- Paid time off during December holiday season
- Parental leave benefits
- Our people are what makes us different. At First Capital we are committed to workplace diversity and inclusion within our organization, therefore, we encourage all qualified persons from all backgrounds to apply. Accommodations are available, upon request, to all applicants with disabilities throughout our hiring process. _

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

**Benefits**:

- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Employee stock purchase plan
- Extended health care
- Flexible schedule
- Flextime
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Stock options
- Store discount
- Tuition reimbursement
- Vision care
- Wellness program
- Work from home

Schedule:

- 8 hour shift
- Monday to Friday
- No weekends

Supplemental pay types:

- Bonus pay

Work Location: Hybrid remote in Saint-leonard, QC

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