Administrative Assistant

16 hours ago

Victoria, Canada Central Walk Mayfair Shopping Centre Full time

**Administrative Assistant - MAYFAIR SHOPPING CENTRE**

**Department**: Mayfair Shopping Centre - Administration Office
**Position**: Permanent Full-time

**Responsibilities include but are not limited to**:

- Receive and take messages from incoming calls and in-person visitors. Liaise with tenants, service providers and contractors, respond to their inquiries and/or refer to appropriate team members.
- Sort and distribute mail for the Administration Office, arrange couriers when required.
- Maintaining office supplies within the annual budget and coordinate supplies orders as needed.
- Assist with the collection, tracking, and maintaining of Insurance Certificates for the property.
- Maintain the weekly setup schedule and distribute to team members.
- Collect retailer sales information and perform related data entries in Excel.
- Assist with Accounts Payable.
- Using staffing schedules, prepare payroll spreadsheet according to deadlines in the payroll spreadsheet.
- Manage the retailer Storage room leasing program; managing requests, creating and distributing documents for execution, monitor expiry dates.
- Maintain and manage tenant contact information and distribution lists, as well as all internal phone lists. Draft and send out communications as required.
- Assist with the planning and coordination of employee engagement programs.
- Assist the marketing team with the execution of marketing activities as required.
- Other duties as required from time to time.
- Have a minimum of 1 year of administrative experience.
- Administrative training, diploma or certificate would be an asset.
- Be proficient in Microsoft Office with advanced level Word, Excel and Outlook.
- Have excellent oral and written communication skills as well as strong interpersonal and organizational skills.
- Must be able to take initiative and work independently.
- This role is Monday through Friday but occasional evening and weekend work required.

**Job Types**: Full-time, Permanent

Pay: $40,000.00-$45,000.00 per year

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Front desk: 1 year (preferred)
- Administrative: 1 year (preferred)

Work Location: In person

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