Administrative Assistant

How would you like to join a company where people are at the heart of the projects?
Our Operations team in Montreal is expanding and we are looking for passionate talents to join our adventure
Being part of the MACH team means joining a team of 450 colleagues who work daily to put their knowledge at the service of their clients and Real Estate. For 25 years, MACH has been building real estate projects designed to have a structuring, lasting and significant impact on cities and neighborhoods, as well as on the lives of residents, users and visitors. Thus, the company builds each building to create collective values combining beauty, usefulness and responsibility.
In Canada, MACH is one of the largest real estate owners. It is distinguished in particular by a real estate portfolio of more than 45 million square feet, including several jewels of the Quebec urban landscape: the Sun Life building, the CIBC Tower, the Place Victoria tower as well as the Ontario with Allstate Corporate center in Toronto and 100 O’Connor in Ottawa.
JOIN A TEAM OF PROFESSIONALS AND WORK IN A HEALTHY ENVIRONMENT
Based at Carrefour de l’Estrie and reporting to the Shopping Centre Director, here are your new responsibilities as Administrative Assistant:

- Welcome and assist visitors at the administrative office;
- Receive and process incoming mail;
- Prepare Puro shipments upon request;
- Answer and follow up on service calls as needed;
- Create purchase orders in the system and follow up with suppliers;
- Process and track invoicing in Yardi;
- Monitor and verify supplier account statements;
- Respond to verbal and telephone requests from tenants;
- Customer service: Supervise, manage, and prepare schedules;
- Provide customer service coverage as needed;
- Gift card deposits: Verification, bank reconciliation, and deposit at the bank;
- Payroll: Prepare and submit customer service department hours;
- Stationery: Order supplies for the administrative office and customer service department;
- Internal expenses: Manage petty cash and required protocols;
- Tenant insurance: Maintain up-to-date proof of insurance and track it in the required spreadsheet;
- Measurement and layout plans: Follow up on new requests and classification;
- Prepare and send various letters, notices, and communications to tenants;
- Maintain the tenant contact list and database;
- Prepare various documents such as Excel spreadsheets and reports upon request;
- Post tenant promotions and job offers on the website;
- Collaborate with accounts receivable regarding account statements, overdue rent, etc.;
- Perform any other related duties.

**Qualifications**:

- College diploma in Office Administration;
- Minimum of one (1) year of experience in a similar role (experience in real estate is an asset);
- Excellent command of the Microsoft Office Suite (Word, Excel, and PowerPoint).

In addition to joining a dynamic environment, here are the benefits of working at MACH:

- Competitive salary;
- Summer hours;
- Medical and dental insurance;
- RRSP with employer participation;
- Transport costs reimbursed at 100%;
- 6 sick/personal days per year;
- Reimbursement of a sports subscription according to the amount in force;
- Employee Assistance Program (EAP);
- Training and development.

At MACH, we believe that a company’s strength lies in the richness of its differences. We value diversity in all its forms — whether cultural, ethnic, gender-based, age-related, sexual orientation, abilities, background, or perspectives. We are committed to providing an inclusive work environment where everyone can fully contribute to our collective success. This commitment is also reflected in our adherence to ESG principles, integrating sustainable, ethical, and responsible practices into all our actions and decisions.
We thank all applicants in advance for their interest in this position, but only those selected for an interview will be contacted.