Administrative Support Specialist

2 weeks ago

Mississauga, Ontario, Canada QuadReal Full time
About Quad Real Property Group

Quad Real Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. Its assets under management total $77.6 billion.

The company has expanded its capabilities to invest in equity and debt in both the public and private markets. Quad Real invests directly, via programmatic partnerships and through operating platforms in which it holds an ownership interest.

Job Overview

This role works cooperatively with the office services team to provide full reception, customer service and administrative support in the Mississauga office.

As the first point of contact for all visitors, clients and colleagues, the Administrative Support Specialist will be the brand ambassador for Quad Real, promoting values and service excellence in all activities and duties.

Responsibilities:
  • Answer all calls, both internal and external and direct them to the appropriate person
  • Meet & greet all visitors to reception and announce their arrival to the appropriate contact
  • Assist visitors as required (printing, sending faxes etc.)
  • Manage access cards and parking passes
  • Liaise with EAs/Administrators regarding external catering services and assist when needed
  • Coordinate with EAs/Administrators to ensure meeting rooms are kept tidy and in a suitable condition at the end of each meeting
  • Manage the meeting room calendars, assist in finding space. Resolve space conflicts/requirements and help book meeting rooms for both client and internal meetings
  • Update the Office Services Calendar and Team Chat with relevant information to ensure smooth and efficient reception backup/coverage
  • Coordinate with IT to ensure equipment is functioning in all meeting rooms and that they have up-to-date IT guides
  • Monitor the Office Services inbox, and circulate requests to relevant team members
  • Maintain Kitchens
  • Prepare and process courier requests for local, national and international packages
  • Process expenses and invoices through Perceptive Content/Workday to ensure timely payment of suppliers
  • Preparation and circulation of office announcements for upcoming events, office maintenance and general reminders
  • Order and distribute the weekly fruit deliveries for the Corporate office
  • Assist office services team with planning events (annual Holiday Party, Breakfast with Santa, Pop-up Events, etc)
Experience and Qualifications:

A previous experience in a related reception, customer service and administrative role is required.

Ability to communicate effectively, both verbally and written is essential.

The successful candidate must be able to develop and sustain cooperative working relationships with clients, tenants and internal staff; ability to exercise confidentiality is required.

Experience working effectively across time zones is beneficial.

Ability to allocate time effectively, work under pressure and manage tight deadlines is necessary.

The ideal candidate must be able to handle multiple demands, competing priorities and adapt to new ideas and constant changes.

Salary: Approximately $45,000 per year

Quad Real Property Group provides reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please advise the Talent Acquisition team member you are working with.

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