Job Title:

Administrative Assistant

Company:

9061-2235 Quebec Inc Starlex

Location:

Montreal, QC


Position type: Contract (15 months)

Specific accountabilities
The Administrative Assistant performs various tasks involving administrative support, general office management and follow-up for various group undertakings, for the Director, Client Relations and the Property Administrator, Client Relations. Main duties include:

Provide general administrative assistance in accordance with existing standards and procedures: draft various documents (reports, letters, memos, tenant notices, agreements, procedures, PowerPoint presentations) in French and English; translate and edit documents; review bids, purchase orders, invoices and expense claims; file documents; make photocopies; prepare expense reports, etc.;
Manage schedules, coordinate travel arrangements and organize meetings with internal and external stakeholders for the Director and Property Administrator, Client Relations;
Serve as the main contact for tenants when the Director or Property Administrator, Client Relations is absent: answer enquiries or refer to the appropriate resources;
Organize and draft minutes for committee and other meetings (French/English);
Prepare and send notices to tenants concerning holidays, repairs and activities in the building;
Prepare bids for tenants, prepare and track purchase orders; assign the appropriate codes to invoices received by the department;
Assist the team, update tenant databases in the electronic directory and produce various tenant lists (administrative contacts, executive contacts and office building / shopping centre contacts);
Follow up on complaints and comments from tenants received from the Tenant Services Centre;
Update databases, directories, organizational charts, reports, tables and other reference documents;
Prepare and coordinate construction mandates and ensure that the necessary approvals are obtained; distribute and file the related paperwork;
Coordinate documentation related to LEED, BOMA Best and other certifications; serve as the point person for the supplier and make sure deadlines are met;
Ensure adherence to departmental filing systems for paper and electronic records; monitor access to electronic directories;
Sit in at the reception desk when needed;
Prepare timesheets and update vacation schedules for team members;
Coordinate tenant invitations and organize tenant events as needed;
Plan events for Place Ville Marie employees and suppliers (holiday parties, etc.);
Coordinate computer, telephone, building access and other systems;
Ensure the proper and effective use of common areas in the office (printer/fax rooms and stationery storage rooms);
Control petty cash and purchases of office and event supplies;
Keep the gift card inventory and reconcile gift card sales;
Assist the supervisor, Customer Service during absences and replace information booth staff in the shopping during special events;
Prepare timesheets for team members in the JDE system;
Update vacation schedules regularly for team members;
Serve as the ambassador for the Centraide fundraising campaign, as needed;
Manage the Client Relations’ email inbox;
Carry out any other required tasks.
Key requirements
College diploma in office administration and five or more years of relevant secretarial experience;
Excellent written and spoken French and English and the ability to translate documents into both languages;
Proficiency in Microsoft Office required; knowledge of Visio and JD Edwards an asset;
Good ability to set changing priorities and a desire to work in a constantly evolving context;
Ability to multitask, work independently and tolerate pressure;
Ability to work effectively and efficiently within a team;
Tactful, thorough, dynamic, well organized and discreet.
If you are interested in this challenge, please submit your resume.

TO APPLY:

If you have the skills and experience required for this position, please forward your resume to:

E-mail: DanielSpencer4@protonmail.com



Posted 2019-06-21








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