Job Description

PURPOSE

The Administrative Assistant is accountable to the Manager or the Director of a function, department or office for ensuring that all daily administrative and other function-specific support activities are carried out in a time and consistent manner to enable the function or department to achieve its respective business goals and objectives.

DUTIES AND RESPONSIBILITIES

1. General Clerical Duties and Administration
   
   Performs general administrative duties for the department including photocopying, fax transmittal, distribution of incoming and outgoing mail and courier packages, maintaining required stationery levels for the department; handles inquiries from and coordinates work with other functions and parties within or outside of the organization. Responsible for maintaining management manuals and update lease fact sheets for all properties for international council of shopping centers.

2. Accounts Payable/Receivables Assistance
   
   Acts as a backup to the property operations assistant to prepare invoice register templates.
   
   Supports accounts payable clerk and supervisors/managers to ensure invoices are submitted on time. Support the account administrator in deposits and post batches.

3. Tenant Relation
   Must have the ability to assist retail manager with any tenant function including adherence of tenant’s lease obligation with establishing property rules and regulations of tenant issues of low to moderate complexity.
   
   Tracking any lease activities, new deals, renewals, rental abatement etc. Record and prepare notice of occupancy for the tenants.
   

4. Documentation & Knowledge Management
   
   Creates, proof-reads, formats and distributes various business correspondence, formal documentation and spreadsheets; sets-up and maintains systems for department documentation and catalogues all department specific reporting and knowledge; may be required to update web-sites and other virtual portals; performs data search in open or exclusive sources and organizes/catalogues data for easier access and use; prepare PowerPoint presentations and marketing materials, as required; maintains extensive mailing and distribution lists to support functional communication; initiates document archiving and retrieval, as required.

5. Data & Platform Maintenance
   
   Performs various data input activities with the use of company’s systems, platforms and software specific to the function to ensure that data integrity is maintained and company’s policies and procedures for such activities are adhered to (e.g. lease documentation, insurance certificates, time reporting etc.); maintains various tracking systems for the department, as required.

6. Financial
   
   Performs coding of invoices, prepares Purchase Orders and liaises with Accounts Payables, where required, to ensure that payments are entered in the system in accordance with the company’s guidelines and processed timely to avoid financial penalties; may manage and reconcile impress account(s) and may be responsible for the petty cash, where applicable, as well as bank deposits for the department or office; prepares expense reports for team members, as required.

7. Travel Coordination and Time Management
   
   Prepares various arrangements and associated reporting including scheduling of appointments and meetings, travel arrangements, event organization and coordination to ensure that internal coordination between functions is timely and effective.
8. Any other job related duties and/or projects that may be assigned.

Minimum Requirements

Skills, Knowledge, Experience and Education

• Minimum 3 years of administrative experience.
• Excellent command of the English language with particular attention to grammar and spelling.
• Intermediate to advanced practical knowledge of MS Office Application.
• Bilingual (French/English) would be an asset.
• Solid knowledge of Adobe Acrobat.

Core Competencies

• Knowledge of Yardi is an asset.
• Excellent interpersonal skills
• Strong communication skills both verbal and written
• Strong time management and organizational skills
• Ability to prioritize and maintain focus
• Ability to adapt to changing plans and priorities
• Ability to work independently
• Ability to handle confidential information
• Result- and service oriented
• Proven proofreading skills
• Attention to detail.