Administrative & Office Services Assistant

**Please note**: This is an 18-month contract role, with possibility of extension or permanent hire
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.

**Qualificati