Administrative Assistant

Huntington Properties; Ottawa; On-site; CAD 42,000 - 56,000; Full time

Job summary

Huntington Properties is seeking an Administrative Assistant to join our team in Ottawa. The ideal candidate will work autonomously, be an excellent communicator, and demonstrate outstanding attention to detail.

The role includes supporting Partners with daily administrative tasks, handling leasing documents, IT coordination, and preparing overhead reports. You will also manage office contracts and provide front desk coverage as needed.

Qualifications

• Diploma or legal assistant program preferred.
• At least 2 years of administrative experience.
• Proficient in Microsoft Office Suite.
• Excellent written and verbal communication.
• Ability to handle confidential information with discretion.
• Highly organized and service oriented.

Responsibilities

• Assist Partners with day-to-day administrative tasks.
• Format, proofread, assemble and circulate reports and documents.
• Assist with leasing administration and lease amendments.
• Oversee investment relations and documentation.
• Support IT and office equipment, and onboarding of new properties and employees.
• Prepare monthly overhead reports (printer, postage, courier).
• Coordinate with IT contractor and IT support for office needs.
• Manage company cellphone, internet, fleet cards and office contracts.
• Maintain employment contracts and vacation/sick calendars.
• Provide front reception coverage when needed.

Skills

Administrative experience

Microsoft Office Suite

Communication skills

Discretion/confidentiality

Education

Legal assistant program or related diploma/degree

Job description

Huntington Properties started in 1996, when our company founder, Alan Whitten purchased a single office building in Kanata South. Since then, our organization has evolved into a multi-faceted, full-service, real estate development and property management company that is still consistently growing. Under the guidance of the current leadership team, we manage over 1 million square feet of commercial property across the National Capital Region and now undertake nine figure development projects. The majority of our portfolio includes low-rise commercial office space, retail, warehouse and industrial space plus some residential assets.

The portfolio continues to grow as we explore new investment and development opportunities. We regularly establish partnerships in acquiring and developing commercial properties in the Ottawa area. The goal is to deliver long term returns through cash distributions and capital appreciation with projects that include major retrofits, vacant land developments and building upgrades.

Remaining close to the community, we value community involvement in healthcare and children’s charities, including prominent board seats to further our involvement in the causes we support. With strong private partnerships in developments and investments we have been able to triple the number of assets under our management in the last ten years.

Our company is growing and we are interested in hiring a Administrative Assistant to join our team. The ideal candidate will be able to work autonomously and be an excellent communicator with outstanding attention to detail.

Job Responsibilities:

• Assist in day-to-day operations with administrative tasks assigned by the Partners, including expense claims, credit cards, and other duties as required.
• Formats, revises, proofreads, assembles and circulates reports, memos, letters, resolutions and other simple and complex documents related to our asset management.
• Assist with leasing administration which includes writing lease amendments.
• Oversight of investment relations and documentation.
• Support office with management of office equipment, software, and telephones, including setup of new properties and employees.
• Preparation of monthly administrative overhead reports (printer, postage and courier chargebacks).
• Manage service requests with IT contractor and overseeing IT support for office.
• Manage company cellphone, internet requirements, fleet cards, and other office contracts.
• Maintain employment contracts and employee vacation/sick calendar and time-off requests.
• Provide coverage for front reception duties when needed.

Qualifications and Knowledge:

• Successful candidates will have education in a legal assistant program or the completion of a post-secondary diploma/degree in another field.
• 2+years experience in an administrative role is required.
• Microsoft Office Suite proficiency is required.
• Excellent written and verbal communication skills.
• Ability to handle highly sensitive and confidential information.
• Ability to be resourceful and proactive when issues arise.
• Highly organized and service oriented.