Administrative Assistant

**Administrative Assistant**
**Pointe-Claire, Quebec**

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Who We Are:_** _BentallGreenOak is a leading, global real estate investment management advisor and a globally-recognized provider of real estate services. BentallGreenOak serves the interests of more than 750 institutional clients with expertise in the asset management of office, industrial, multi-residential, retail and hospitality property across the globe. BentallGreenOak has offices in 27 cities across thirteen countries with deep, local knowledge, experience, and extensive networks in the regions where we invest in and manage real estate assets on behalf of our clients in primary, secondary and co-investment markets. BentallGreenOak is a part of SLC Management, which is the institutional alternatives and traditional asset management business of Sun Life._
- BentallGreenOak promotes a corporate culture that attracts and retains the highest caliber people. We encourage opportunities for growth, development, and promotion by providing our employees with the resources to work effectively and continually strive to perform better. We are committed to a safe and sustainable work environment._

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The opportunity: _**Located in the heart of Pointe-Claire, this position will be a part of the Property Management team supporting the buildings and will report directly to the Senior Property Manager. We are looking for someone who will bring a strong sense of commitment and dedication in providing administrative, customer service and accounting support to our clients and members of the team. If you are curious about the Property Management industry and want to be part of an amazing team, we are looking for you

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What you will do:_**

**Administrative Functions**
- Provide support to the Senior Property Manager and office staff for all aspects of day-to-day activities for assigned buildings in portfolio.
- Service the property management office reception and respond to all inquiries from clients and tenants.
- Produce, write, revise, layout various business documents, memos.
- Interact, communicate, and correspond professionally and effectively with all stakeholders, whether they are tenants, suppliers, professionals, visitors or maintenance staff.
- Participate in the inputting of certain data related to the building’s operation.
- Update and fill, both paper and electronic, of the various files and reports.
- Maintain and update tenant information, including phone numbers, contact names and emergency contact information.
- Prepare and send quotes to tenants and purchase orders as required.
- Maintain an up-to-date list of contracts by building.
- Maintain and update approved contractor list.
- Assistance in the preparation of tenders and the setting up of contracts.
- Liaise with contractors and building operating staff.
- Embrace and pro-actively support BentallGreenOak's culture of environmental sustainability, and corporate and social responsibility.
- Assist with special projects, tenant events and other office functions as required.
- Ensure all office equipment is in proper working order and arrange for repair/servicing of any malfunctioning equipment as required.

**Operations and Sustainability Functions**
- Maintain the preventive maintenance schedule and ensure inspections of safety equipment: sprinklers, fire pumps, hydrants, fire extinguishers and generators.
- Participate in the development of various procedures.
- Maintain documents related to the Fire Safety Plan (FSP).
- Collaborate in the implementation of internal and external environmental procedures and awareness

**Collaborate in the preparation of files for BOMA Best certifications.**
- On a monthly basis, enter operational data in terms of recycling/sustainable development in EcoTracker.
- Annually, maintain the hazardous materials list by tenant/building in BORIS.
- Send environmental newsletters to tenants.
- Other tasks and responsibilities as may be required from time to time.

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Who You Are: _**
- **Experience **- Minimum 2 years’ experience in an administrative role. Additional experience in property management, real estate is an asset
- ** Education** - Post-secondary education in administration is an asset
- ** Relationship/Leadership Skills **- Able to communicate effectively and professionally, both oral and written, in both French and English, able to develop and sustain cooperative working relationships with senior management, contractors, and tenants; self-motivated, professional, and flexible. Commitment to personal growth and integrity aligned with BentallGreenOak’s objectives.
- **Organizational/Multi-Task Skills **- Able to allocate one's time effectively, work under pressure and manage tight deadlines; able to handle multiple demands and competing priorities, adapt to new ideas and constant changes; able to cope with changing client needs and deliver successful results within agreed upon timeframes.
- ** Decision Making Skills **- Able to resolve probl