Administrative and Office Services Assistant
5 months ago
Purpose
To provide administrative support to the Head Office team and Office Services to maintain the overall management of the corporate head office.
Main Responsibilities and Activities
**Head Office Administrative Support**:
- Assist with distributing incoming daily mail and satellite courier packages as required.
- Assist PM’s and A/P with the creation of New Vendors in Yardi/SL Yardi, updating vendors/address changes for vendors in Yardi ensuring all information on the Master Vendor list is updated accordingly in a timely manner.
- Contractor’s Liability Insurance - maintain Master SKPM Approved Contractor-Supplier list and ensure all contractors (on list & new vendors) submit valid and up-to-date liability insurance certificates; record and update list, save certificates in pdf format in P drive.
- Contractor’s WSIB Certificates - maintain Master SKPM Approved Contractor-Supplier list and ensure all contractors (on list & new vendors) submit valid and up-to-date WSIB certificates; record and update list, save certificates in pdf format in P drive.
- Assist PM’s with landscaping and snow removal contract processes, assist with scanning and filing of contracts and distribution of contracts as requested by the PM.
- As directed by the PM prepare contracts and ensure that WSIB and liability insurance requirements are met.
- Check paper in all copiers twice daily to ensure they are not empty. Ensure there are no error messages on the machines, and place service calls as needed.
- Check both Xerox printers on the ground floor print/copy/fax station periodically throughout the day; distribute faxes, replenish supplies (paper) as needed.
- New Property Acquisitions - assist Property Managers and Property Administrators with set up of new files (i.e. operations / tenant files).
- Property Terminations - assist Property Managers and Property Administrators with packing and inventory of files to be sent to new PM organization or owner.
- Assist with setting up new utility accounts and cancelling old accounts.
- Assist PM’s & PA’s with pulling various reports from Yardi (i.e. rent rolls) as required.
- Assist PA’s with chargebacks to Tenants.
- Assist with the creation/editing/formatting of documents and presentations as required.
- Create and maintain a master list for after-hours call service, provide updates to service as required (i.e., portfolio changes, PM changes etc.).
- Create and maintain a master inventory list for all photocopiers in the office.
- Maintain current list of Residential Property Managers and their Portfolio to be updated monthly or as required due to portfolio shuffle.
- Assist with the receipt and filing of Commercial Tenant insurances.
- Assist the Executive Services Manager with the coordination of client holiday gifts.
- Assist the Executive Services Manager with other duties and special projects as required.
**Offices Services**:
- Ensure general office tidiness and cleanliness. Liaise between Head-Office Property Manager and staff regarding office building concerns or complaints.
- Check staff lunchroom and Executive kitchen daily; tidy and replenish supplies as needed.
- Monitor office and lunchroom supplies and submit orders to Receptionist as needed.
- Monitor general neatness of meeting rooms and tidy up as needed.
- Assist, as needed, with meeting preparations (i.e. setting out beverages etc.).
- Coordinate annual purging of files for all departments. Maintain master storage list 35 The Links Road.
- Ensure staff training (if needed) on, and regular maintenance for, all copier, fax and printer equipment for Head Office, commercial and residential sites.
- Oversee office set-up at satellite offices.
- Oversee and manage vendors - Janitorial, Copiers, Printers, Shred-it, Kitchen Supplies, Imperial Coffee, AnswerPlus etc.
- New employee onboarding:
- Obtain fob, alarm code, parking details through Receptionist.
- Workstation to be clean, set up and stocked with supplies.
- Name plate.
- Staff contact sheet given to employee.
- Phone set up & training.
- Office tour - photocopiers, health & safety, inventory, kitchen.
- Coordination of Lunch between new employee and Manager.
- Fire Warden/Drills.
Reception (as required for breaks, vacation, sick days etc)
**Relief**:
- Answer all incoming calls and handle caller’s inquiries whenever possible.
- Re-direct calls as appropriate and take adequate messages when required.
- Welcome and direct visitors to appropriate staff person or meeting room.
- Ensure the reception area is kept organized.
**Administration**:
- Distribute incoming mail.
- Ensure postage for outgoing mail.
- Deliver mail to post box each afternoon.
- Prepare and track all courier deliveries.
- Receive commercial tenant rent cheques; code, date stamp and enter into Excel rent merge file. Distribute cheques to Property Administrators.
**Qualifications**:
**Education**:
- College Diploma/University Degree, in related acumen.
**Experience**:
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