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Administrative Assistant

2 weeks ago

Victoria, Canada Devon Properties Full time

Handle incoming calls and respond to inquires from property owners.
- Manage and maintain documents and records (electronic files and hard copy files and contracts, backup, shared directories) efficiently and effectively, ensuring data/documentation integrity, timeliness for updates, and ease of reference or retrieval as required.
- Assist with creation/modification of presentations, reports, spreadsheets, and various documents.
- Organize multiple projects and oversee the timely progress and successful completion.
- Organize and secure highly confidential company and employee information.
- Provide administrative leadership by:

- Assisting with preparation of monthly, quarterly and year-end reports for owner operators.
- Maintaining and updating critical schedules, lease documents, contracts, lists, reports, budgets, renewals etc.
- Assist with administration of various reports, notices, and budgets relative to real estate and property management transactions.
- Conduct Land Title and Corporate Registry searches.
- Onboarding new properties to the Devon portfolio.
- Manage administrative tasks including daily requests for documents and reports from building owners, lenders, building managers, law firms acting on behalf of sellers, and purchasers of properties.
- Overseeing strata and leasehold administrative matters.
- Reviewing of contracts and transactions for accuracy and to ensure compliance with legislation, rules, policies, and procedures.
- Corresponding with building owners and investors, ensuring they are up to date with recent real estate or property related issues.
- Assist with the preparation of legal documentation to facilitate property acquisitions and real estate transactions from beginning to end.
- Serve as back up support for other administrative staff and reception when required

Education and Experience
- Post-secondary education in Business Administration or related field.
- 3-5 years of demonstrated administrative assistant experience in the real estate, property management, accounting, or legal industry.
- Basic accounting knowledge.

Skills and Abilities
- Highly competent with Microsoft Office Suite, Word, Outlook and Excel.
- Demonstrated experience and skills providing support to an executive team in a real estate, property management environment.
- Outstanding written communication and proofreading skills, and document processing experience.
- Ability to create and manage reports, memoranda, compose and edit letters or other documents; ability to build and manage filing systems.
- Proven ability to prioritize and handle multiple tasks in a professional, high-pressure environment while maintaining the utmost integrity and confidentiality.
- Demonstrated time management skills with the ability to organize self, set priorities, and meet critical timelines.

The above description is meant to describe the general nature and level of work to be performed. It is not intended to be an exhaustive list of all knowledge, skills, abilities, responsibilities, duties, physical job demands, and working conditions associated with the position.