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Administrative Assistant

3 months ago

Calgary, Canada TalentSphere Staffing Solutions Full time
Administrative Assistant
Commercial Real Estate
Contract to Hire, Full-Time
Calgary, Alberta

Our client, a manager of a major government property in Calgary, is looking to hire an Administrative Assistant. Reporting to the Property Manager. The Administrative Assistant provides support to the Operations and Project Teams. Candidates should be able to assist management and all visitors to the company by handling office tasks, and providing polite, professional assistance in person, on the phone and through emails. The position requires excellent communication, interpersonal, problem solving, and organizational skills.

Administrative Assistant Responsibilities:
  • Answer and direct incoming calls
  • Liaise with tenants, contractors, visitors and building security
  • Compose routine correspondence for the Property Manager and other Operations staff, including tenant notices
  • Create purchase orders in Yardi and disburse to contractors
  • Process invoices ensuring proper document flow with Head Office
  • Coordinate supplier and contractor set ups with within the payables system
  • Maintain office supplies by checking inventory and ordering supplies
  • Maintain tenant contact lists
  • Communicate effectively with clients and the public ensuring that areas of concern, questions, and requests for information are addressed promptly and thoroughly
  • Monitor and follow up on Angus Anywhere (service call/maintenance software) in a timely manner
  • Cross train as the back up to the Property Services Coordinator position, provide support as needed
  • Distribute internal/external mail including couriers
  • Deposit rent cheques
  • Assist with planning of meetings and preparation of minutes
  • Coordinate security requirements within the building such as access cards and keys
  • Coordinate repair and maintenance of office equipment
  • Back-up Emergency Warden for the Office
  • Maintain filing system, and accurate records of Service Contracts, leases, etc.
  • Assist the Property Manager with the preparation of monthly financial reports and annual operating budget
Administrative Assistant Qualifications:
  • Excel at both verbal and written communication
  • Ability to multitask, prioritize and be detail oriented.
  • Excellent customer service skills and a positive attitude
  • Minimum 3 years’ experience in an administrative support role, preferably in the real estate industry
  • A post-secondary certificate or diploma in real estate, business or administration is an asset
  • Experience with Microsoft Office including Word, Excel and Outlook; experience with procurement software (i.e. Yardi and Yardi Voyager) experience is an asset
  • Must provide Reliability Security clearance before start date
Administrative Assistant Compensation:
The successful candidate will receive an hourly rate between $20-$27/hr dependent on experience.

Similar Job Titles:
Office Administrator
Property Administrator
Executive Assistant
Receptionist

Interested?
Apply below

Only applicants with the legal right to work in Canada can be considered for this opportunity. We thank all those who express interest in the opportunity; however only those short-listed will be contacted.