Office Administrator

ABOUT VILLAGE HOLDINGS

The core business of Village Holdings is owning, developing and managing commercial real estate, as well as lands. It has recently ventured into developing and implementing ERP software.

POSITION SUMMARY

Working directly with the General Manager, the Office Administrator will be responsible for the day to day administration, operation and customer service requirements of the office. Working as part of a team that holds individual accountability a core trait to manage all office processes that are necessary to maintain a professional and efficient working environment.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

OFFICE & CUSTOMER SERVICE:

· Key point of contact for all administration and office related issues

· Daily handling of inquiries, issues and helping to maintain excellence of service

· Manage company relationships with various professionals, ensuring all current and pending issues are being addressed in a timely fashion

· Ensure client satisfaction standards and measures are being met

• Prioritizes information needed, and prepares briefing materials and background documents for meetings or pending decisions
• Prepares agendas and takes minutes at meetings
• Acts as a liaison in matters involving committees and matters requiring interdepartmental coordination.
• Prioritizes and manages the calendars, sets up meetings on his/her behalf and resolves scheduling conflicts
• Handles logistics for travel, accommodation, seminars, meetings and presentations
• Directly responds or coordinates responses to requests for information from internal/external parties
• Develops and maintains a document management system
• Completing projects as assigned
• Maintaining status reports for departmental projects
• Initiate and maintain data management reports and provide analysis for manager review
• Handling and management of legal document templates
• Real estate brokerage document handling an asset

EDUCATION & EXPERIENCE:

· Bachelor's Degree or College Diploma in related field (business administration) is preferred from an accredited university/college or a combination of relevant training courses or experience in related fields may be acceptable in lieu of the academic requirements

· Minimum 5 years' experience in office administration

· Experience in small office where flexibility and multi-tasking are key

· Previous experience in an administrative role working with management (e.g., knowledge of the formal and informal protocols and methods of supporting management-level positions)

· Demonstrated ability to integrate information from a variety of sources into effective briefing material, reports and summaries

· Strong attention to detail and demonstrated ability to created finalized documents that are accurate and within timelines.

· Ability to prioritize and be flexible where there are multiple demands in fast paced and complex environment.

· Ability to use a variety of software programs, databases and MS Office applications (e.g., Word, Excel, PowerPoint, etc.)

TECHNICAL SKILLS

· Excel and data entry skills are a must;

· Strong computer skills including word processing, spreadsheets, social media, etc.

COMPETENCIES

· Strong aptitude for accurately analyzing, reconciling, managing and interpreting information, numbers and data; proficient math skills preferred.

· Exceptional technology skill set with the ability to evaluate and convert manual processes to a much more efficient and automated process would be an asset

· The ability to prioritize tasks and meet deadlines in an environment of shifting priorities

· High quality of decision making and problem solving

· Good general business acumen on how each department interacts to create the end product

· Superior integrity and trust, earning the respect of colleagues, customers and suppliers alike

· Good interpersonal skills to work with a wide range of people

· Proven success in developing and maintaining positive team spirit, and a collaborative, consultative working style

· Ability to appropriately prioritize multiple competing demands and leverage available resources to ensure all deadlines are met

· Excellent communication skills, both written and verbal

COMPENSATION PACKAGE & WHAT WE OFFER:

A competitive salary based on experience

A positive, fun, interactive work environment

Great learning opportunity

Job Type: Fixed term contract

Contract length: 12 months

Pay: $40,000.00-$50,000.00 per year

Ability to commute/relocate:

• Toronto, ON M6S 4W1: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Why are you interested in this position?

Experience:

• Office Administrator: 3 years (preferred)

Work Location: In person