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Office Coordinator

3 weeks ago

Montréal, Canada PROREIT - PRO Real Estate Investment Trust Full time

**POSITION**

**OFFICE COORDINATOR**
Montreal, Quebec | Full-time

**WHO WE ARE**

PROREIT (TSX: PRV.UN) is a fast-growing Canadian real estate investment trust which owns a portfolio of high-quality commercial properties with a strong industrial focus in robust secondary markets. Founded in 2013 with a single property, PROREIT’s portfolio has grown to over 130 properties with over 6.5 million square feet of gross leasable space across ten Canadian provinces, with a high concentration in Eastern and Central Canada.

**WHY JOIN PROREIT**
- Competitive compensation
- Proactive training and development
- Promoting diversity and inclusion
- Comprehensive group insurance and other benefits
- Volunteering within the community and annual donation campaign

**POSITION OVERVIEW**

**YOUR RESPONSIBILITIES**
- Perform various administrative duties (i.e. mailing, scanning, photocopying, coordinating courier pickups, daily distribution of mail, filing and organization of documents both physically and virtually)
- Receive and direct Incoming calls, take messages as needed, greet visitors as needed
- Provide administrative support to the office staff
- Manage office related food and beverage inventory, including the coordination of weekly staff lunch
- Manage office supplies and office equipment (i.e. photocopier, stamp machine, etc.)
- General office clean-up (fridge, counters, recycling, loading and emptying dishwasher, etc.)
- Assist HR with onboarding of new employees (coordination of new employee computer equipment and related accessories, building access card, business cards, etc.)
- Coordinate with the building manager, cleaning and repair crews to solve office issues
- Coordinate with external IT provider to solve IT related issues
- Manage relationships, contract and price negotiations with office vendors and service providers (i.e. Bell, Rogers, etc.)
- Manage FedEx and local messenger shipments from Montreal
- Prepare monthly expense reports for the office staff, including the collection of receipts from the CEO
- Assist in the preparation and distribution of Board meeting materials and other presentations, including the management of Board Books
- Manage Company’s sponsorships and conferences
- Organize all “off site” activities, including but not limited to: office holiday party, Annual General Meeting, Trustee and other corporate dinners, and Trustee hotel stays. Organization includes, where applicable, reservation of the venue, reservation of hotel rooms, coordination of menu, etc.
- Coordinate and organize holiday gifts (maple syrup, chocolates, gifts for office staff).
- Manage staff schedules (vacation, travel dates, etc.)
- Undertake ad hoc projects and any other tasks that contribute to the general functioning of the office

**YOUR QUALIFICATIONS**
- Bilingualism (French and English both spoken and written)
- Sensitivity to confidential information and appropriate treatment
- Keen attention to detail
- Ability to work efficiently with Outlook, Word, Excel, and PowerPoint
- Proactive and takes initiatives
- Ability to work in a team
- Ability to work under pressure
- Proven office management and administrative experience handling a wide range of duties
- Autonomous and works independently with little supervision
- Excellent time management skills and ability to multitask and prioritize work

Schedule:

- Monday to Friday

Work Location: One location