Property Clerk Internship

7 months ago

North York, Canada Villa Charities Full time

**ORGANIZATION BACKGROUND**:
Additionally, Villa Charities is Great Place to Work® Certified, an official recognition for employers who create an outstanding employee experience and an amazing workplace culture. Every day, our team works hard to deliver our mission of enriching lives through experiences and services that honour Italian culture and heritage.

***

The Administrative Assistant reports to the Property Manager and is responsible for providing reliable, timely, and efficient support for properties in the assigned portfolio, including interfacing with various external service providers and tenants as directed. Additionally, this role facilitates continuous improvement in office systems and procedures to ensure an efficient and productive operating environment.

Duties & Responsibilities
- Deliver Excellent Service to Tenants
- Independently respond to basic tenant and general inquiries and escalate complex queries to the appropriate parties
- Implement special activities and programs to add value to the tenant’s experiences at the property when requested by their supervisor
- Ensure Accuracy and Reliability of Financial Information for Properties, Working with Accounting
- Maintain Purchase Order list and tenant chargeback invoice register
- Carry out accounts receivable functions including rent collection, bank deposits, account arrears collection, generation of miscellaneous chargeback invoices and collection of payments
- Reconcile and code all supplier invoices on a timely basis, obtain management approval, send to accounting for processing and payment; investigate and respond to accounts payable requests from vendors
- Assist with updating the monthly Accounts Receivables report and submit to Property Manager for review
- Ensure efficient and effective building operations.
- Answer the main telephone line and respond to general inquires
- Manage and coordinate building/portfolio meeting room schedules and bookings including conference calls and any related materials as required
- Manage the receipt and distribution of incoming and outgoing mail and couriers
- Maintain all electronic and hard copy filing including invoices and tenant correspondence in accordance with Crown’s established guidelines
- Organize, coordinate, prepare, edit, proofread, and prioritize all documents including correspondence, presentations, and reports
- Maintain and update databases of tenants, tenant contacts, emergency contacts, suppliers and contractors
- Organize and prepare expense reports as required
- Assist in coordinating tenant moving in/out (access cards, parking, signage, etc.)
- Prepare monthly janitorial vacancy reports and credits
- Prepare tenant correspondence regarding changes in rent
- Maintain parking roster, issue cards, invoice and collect and deposit cheques as required
- Prepare tenant correspondence regarding changes in rent
- Maintain, track and audit all building access cards and invoice tenants where applicable
- Prepare various information for brokers as requested by their supervisor or Leasing
- Assist with marketing and co-ordination of tenant events
- Provide administrative support to Manager, Team Members, Operations staff, General Manager and Director, Property Management as required
- Obtain assistance from Accounting as required to address complex tenant or supplier inquiries
- Respond to inquiries from Accounting related to supplier or tenant issues
- Promote Environmental Sustainability in Building Operations
- Provide feedback to the team on possible opportunities to reduce energy consumption
- Perform other related responsibilities as requested from time to time

**Qualifications**:

- 2+ years of relevant office experience or a combination of education and experience
- Previous experience in Property Management and/or Real Estate is an asset
- Intermediate/Advanced Microsoft Office (Word, Excel, PowerPoint and Outlook) is required
- Supports teamwork environment with positive and professional attitude
- Open to learning, developing new skills/knowledge
- Focuses on results: anticipates problems, identifies solutions, takes action
- Understands all aspects of job - impact on business goals

**Qualifications Required - MANDATORY**
- Must be good with children. Demonstrated ability to plan, organize and coordinate children.
- Current Police Reference Check (Vulnerable Sector) required upon acceptance of employment
- Must hold a valid First Aid/CPR certificate - or complete upon acceptance of employment
- Previous experience teaching children ages 4 years and up

A selected number of the Summer Camp Counsellor positions are funded by Canada Summer Jobs Grant in order to be considered for employment for Columbus Centre Summer Camp:
**. International students include anyone who is temporarily in Canada for studies and who is not a Canadian citizen, permanent resident, or person who has been granted refugee status in Canada. Youth awaiting a refugee status ruling, as well as tho

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