Administrative Professional

**Avana Developments Inc. **is a high-growth company focused on development in Western Canada. Driven by a team of motivated and enthusiastic leaders, with an unwavering entrepreneurial spirit, **Avana **is dedicated to providing the community with beautiful, attainable, and safe rental homes.

We are expanding our team of professionals and are seeking highly organized, hard-working individuals, committed to personal development and excellence, who share similar goals and core values with our team. Everything we do is guided by our values: act with honesty and integrity, evolve with innovation and improvement, lead our community in social responsibility, incubate entrepreneurial spirit and personal development, while encouraging accountability.

We are hiring an **Administrative Professional, Finance **to support Avana’s large-scale growth plans. The successful applicant will succeed in a fast-paced, progressive career, enjoy working with people in a team environment and lead with excellence. This role will report directly to the Senior Vice-President, Finance and is a full-time salary role.

**Key Responsibilities**:

- Monitor and communicate administrative standards, processes, and policies for the Finance Division and make improvement recommendations to ensure optimum efficiency.
- Organize and prepare for division meetings, including gathering documents, drafting agendas, and maintaining meeting minutes.
- Support the monthly mortgage draw process for the Finance Division by preparing documents and tracking deadlines.
- Communicate and gather documents from external partners such as lenders, mortgage brokers, insurance brokers, and construction partners.
- Maintain the Finance Division’s contact list and create a workflow to ensure the division has timely access to up-to-date contact information for relevant partners.
- Build upon the division’s newly implemented file organization system and work to transition files from the old structure to the new structure with mínimal errors.
- Create, review, verify, and distribute Purchase Orders for approval.
- Retrieve, research, and compile all briefing and background materials for the division.
- Draft, record, proofread, and edit documents for the division.
- Reception coverage as needed, including answering and directing incoming phone calls, directing external visitors to meeting rooms, couriering documents, receiving and distributing incoming mail, ordering supplies, and preparing coffee for the office.
- Attend and represent Avana at various community events and functions.
- This position’s role and responsibilities are evolving, which may result in changes to scope and job description to support the company, as necessary.

**Skills and Qualifications**:

- Two (2) years of experience in administrative support is preferred.
- A diploma, certificate or equivalent in administrative services or business administration is preferred.
- Understanding and/or experience in the construction, finance/banking, or insurance industry is an asset.
- Familiar with office management and administrative practices, procedures, protocols and equipment.
- Proficiency in Microsoft Office (Word, Excel, and PowerPoint) and/or Google Workspace.
- A great communicator, both verbally and in writing.
- Critical thinking ability with solution-focused outcomes.
- Must be able to multitask and work well under pressure with limited supervision.
- Exceptional attention to detail, problem-solving ability, strategic thinking, excellent time management, and great interpersonal skills.
- Must be able to provide administrative support, including coordinating calendars, booking boardrooms, planning meetings and workshops, and arranging travel, accommodation and car rentals.
- Sense of ownership and pride in your performance and its impact on the company’s success.
- Excellent technical skills, including the ability to learn new software.
- Experience using Apple software is an asset.
- The ability to organize, prioritize, and proficiently complete multiple tasks while dealing with frequent interruptions and tight deadlines.
- Approachable and collaborative in order to build strong working relationships.
- Innovative in order to identify and make process improvement recommendations.
- Adaptable in order to meet new challenges as they arise.

**Compensation Package**:

- **Salary Range**:$45,000 to $65,000 based on education and experience. Salaries are reviewed annually in October.
- **Benefits**:Dental and medical benefits package. 80% of the cost is covered by Avana. Option for employee to purchase disability and life insurance.
- **Pension Plan**:The Pension Plan commences at the start of your second year of employment. 2% of salary matched in year two, 3% of salary matched in year three, 4% of salary matched in year four and 5% of salary matched in year five. Avana’s matched portion vests 12 months after first contribution.
- **Vacation Entitlement**: 20 business days per year