Administrative Assistant

**_We are a _**_leading financial services provider committed to making decisions easier and lives better for our customers and _**_colleagues around the world. From our environmental initiatives to our community investments, we lead with values throughout our business. _**_To help us stand out, we help you step up, because when colleagues are healthy, respected and meaningfully challenged, we all thrive. Discover how you can grow your career, make impact and drive real change with our Winning Team today. _**

**Working Arrangement**

In Office

The Administrative Assistant provides administrative and client services support for Corporate Real Estate Canada.

Provide administrative assistance to the Corporate Real Estate Department. The Administrative Assistant is also responsible for coordinating some service providers, taking care of meeting room services and is involved in event planning with the team, as well as ServiceLine communications and sending updates to the Corporate Real Estate Hub SharePoint site.

Strong organizational skills, troubleshooting, customer service and diplomacy are vital.

**Responsibilities**:

- Ability to listen and handle callers with tact and diplomacy and communicate clearly and effectively at all times.
- Must be very familiar with Microsoft Office 360 products including Outlook, Word, Excel and Powerpoint
- Responsible for meeting room services by working with customers for their meeting needs, reserving rooms, maintaining supplies in the rooms and updating changes.
- The coordination of service providers such as cleaning, plant maintenance, document destructions services and others.
- Creates purchase orders and processes invoices.
- The ability to manage and prioritize all Service Requests which entails determining to whom the requests need to be actioned by. Monitors timely and appropriate completion of Service Requests and provides reporting to Management as required.
- Keeping abreast of the constant changes within the company to build and maintain an effective network of contacts to help process all requests as efficiently as possible. Developing a strong relationship with Administrative Assistants and Move Ambassadors from other departments.
- Provides administrative assistance to the Manager of Corporate Real Estate.
- Provides support to the Conference Centre and Concierge Desk. This includes locker assignments, lost/missing keys and other service requests.
- Responsible for managing service requests for Manulife offices at 900 Blvd de Maisonneuve Ouest and 2000 rue Mansfield, Imaging and Mailroom departments.
- Assist team with various projects and initiatives and on occasion with team members in other regions.

**Knowledge/Skills/Competencies**:

- Strong knowledge of Windows, Word, Excel and Outlook
- Fluently Bi-Lingual (English / French)
- Strong interpersonal skills, customer service skills and precise communication skills both verbal and written. Ability to maintain effective relationships and be flexible to changing environments
- Self motivated, professional and flexible; able to work both independently and as part of a team
- Sound problem solving skills
- Ability to work independently and use discretion and judgment when dealing with clients
- In office presence from Monday to Friday with some flexibility to work from home on occasion.
- Flexibility to work outside of business hours from time to time depending on the needs of current projects and activities.

**Problems/Challenges**:

- Professionally dealing with requests and dealing with any conflict or emergency situations.
- Must be extremely sensitive to the needs of all Manulife staff
- Demands are high volume and related to varying issues
- Influencing and negotiating with others to meet deadlines
- Excellent time management skills; ability to multi-task, juggling multiple priorities (i.e. day to day services vs. project work)

**Position Dimensions (Organizational Impact)**:
Initial liaison with all incoming calls/visitors including client requests, service providers, couriers, operations staff, etc. ensuring all queries are addressed in a timely and professional manner.

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L'assistant(e) administratif(ve) fournit un soutien administratif et des services à la clientèle pour Corporate Real Estate Canada.

Il est chargé de répondre à tous les appels et courriels entrants, de veiller à ce que le service à la clientèle soit toujours une priorité absolue, de transmettre les diverses demandes par le biais du système d'ordre de travail ou, à défaut, d'interpréter où l'appelant ou le rédacteur doit être transféré afin de fournir un service optimal.

Fournir une assistance administrative au département immobilier de l'entreprise. L'assistant administratif est également chargé de coordonner certains prestataires de services, de s'occuper des services de salles de réunion et de participer à la planification d'événement