Job Description
GWLRA is a leader in both the commercial and multi-residential real estate industries. We believe in generating value by creating vibrant, sustainable communities that engage, excite, and inspire. Our people live our values through the work they do and the results they deliver. Our core values are keeping our word, working better together and embracing diversity.
Reporting to the Senior Manager, Construction Services, the successful candidate will fill the position of Administrative Assistant, Construction Services. The primary role of this position is to assist the Senior Manager, Construction Services and the Construction Services team with daily administrative and support duties.
Responsibilities:
• Provide administrative support for the Senior Managers, Construction Services and the Construction Services team.
• Prepare monthly reports as requested by managers.
• Prepare monthly department invoices that are issued/distributed to ensure fee schedules are maintained.
• Maintain accurate filing records (both electronic and hard copy), including drawings and close-out documents.
• Schedule and prepare minutes of meetings and agenda.
• Maintain and distribute monthly info sheets for active/pending construction projects with current information including budgets, design renderings, schedules and current.
• General word processing and excel spreadsheet duties.
• Order department stationary supplies.
• Data entry into Yardi as required (capital budget/amortization schedules, forecasts and accrual processing)
• Process budget coding changes for project-related costs
• Perform full cycle accounts payable support, including purchase order and invoice processing, tracking and reconciliation
• Review, reconcile and ensure completeness and accuracy of data on accounts and code monthly construction draws requested by the contractors and consultants ready for a Manager’s approval.
• Liaise with accounting personnel to ensure timing turn-around of draw payments to meet contractual obligations.
• Communicate with outside contractors AR/AP to resolve minor payment discrepancies.
• Obtain and manage an accurate ‘form’ library for local municipal applications, including building permit applications, site plan applications, zoning variances etc. necessary for the construction department.
• Assist construction personnel in preparing presentation materials in both electronic and hard copy format for RFQ/RFP or tender submissions, and client presentations.
• Draft and issue purchase orders, work permits, contracts, work orders, security escorts, and pass card request forms.
• File all start up and close out documentation for projects, preparing any final close out memos.
• Work in cooperation with other administrative staff for the development and implementation of effective procedures for the continuous improvement of the office operations.
• Perform additional required functions as required by the manager from time to time to maintain an efficient department.
• Provide reception relief as required.
QUALIFICATIONS
• Education acquired at post-secondary level or equivalent e.g. one year Community College
• More than two years and up to and including four years’ experience in administration
• Proficiency in MS Office software and Yardi
• Ability to perform multiple tasks in a busy office environment
• Strong written and verbal communication skills
• Ability to learn new processes quickly
• Ability to work independently
The base salary for this position is between $43,300.00 to $58,600.00 annually. This represents base salary only and does not represent other variable compensation components of our total compensation ( i.e. annual bonus, commission etc). If you are selected to move forward in our recruitment process, your recruiter will be able to discuss additional details of our total rewards program with you.
WHAT WE OFFER
• 3 weeks of vacation per year
• 3 paid personal days per year
• Half-day every Friday before a long weekend
• Eligible to participate in our annual performance based bonus program
• A comprehensive health benefits plan that supports you and your family
• Up to $2,000 annual education allowance
• Up to $5,000 annual mental health coverage
• A friendly, welcoming, and supportive culture
• Many social and team events!
Our Business
Learn more about our commercial and residential businesses, our values, and careers at GWLRA.
Our Commitment to Diversity
GWL Realty Advisors is an equal opportunity employer. It prohibits discrimination based on age, color, disability, national origin, race, religion, gender, sexual orientation, and any other legally protected class in accordance with applicable federal, provincial and local laws. We are committed to creating and maintaining an inclusive and accessible workplace. If you are contacted for an interview and require accommodation during the interviewing process, please let us know.
GWL Realty Advisors does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to GWL Realty Advisors, directly or indirectly, will be considered GWL Realty Advisors property. GWL Realty Advisors will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for engaged services to submit resumes.
