Administrative Assistant

HighView Partners; Toronto; On-site; CAD 60,000 - 63,000; Full time

Job summary

HighView Partners, based in downtown Toronto, is seeking an Administrative Assistant on a 12-month contract to support a two-tower property management team. The role blends day-to-day administration with financial coordination, including invoicing and accounts payable/receivable.

Ideal candidates have at least two years of CRE admin experience, strong MS Office skills (especially Excel), and a practical accounting background.

Qualifications

• Two years of commercial real estate administrative experience supporting property management.
• Strong accounting background with invoicing, chargebacks, accounts payable/receivable.
• Excellent MS Office skills, especially Excel, and ability to learn new systems.
• Discretion handling confidential information with professionalism.

Responsibilities

• Coordinate meetings and schedules for the property management team.
• Prepare correspondence, reports, presentations, charts and documentation.
• Maintain organized electronic and physical records.
• Support databases, document management, office supplies, and mail.

Skills

Administrative support

Excel

Microsoft Office

Attention to detail

Communication skills

Tools

JDE

Nexus

PRISM

Work order management

Job description

Our client is a globally recognized real estate organization responsible for some of the market's most prominent, professionally managed commercial properties. This is an exciting opportunity to join the team supporting one of Toronto’s landmark office destinations as an Administrative Assistant on a 12-month contract.

Your New Employer

Your potential employer is a highly respected global real estate organization with an outstanding reputation for developing, owning and managing premium properties in major markets around the world.

Known for the quality of its assets and the professionalism of its people, the organization brings together operational excellence, exceptional tenant service and a commitment to creating workplaces that perform at the highest level.

Based at a premier downtown Toronto commercial property, you’ll join an experienced property management team responsible for two high-profile office towers and gain valuable experience in a sophisticated institutional real estate environment.

Your New Role

The position combines day-to-day administration with strong financial coordination, including invoicing, chargebacks, accounts payable and receivable, expense processing, and other budget-related activities. Accuracy, organization and ensuring information is properly documented and processed efficiently will be important parts of the role.

Supporting multiple members of the property management team, responsibilities will include coordinating meetings and schedules, preparing correspondence, reports, presentations, charts and other documentation, and maintaining well-organized electronic and physical records.

The role will also support departmental databases, document management, office supplies, mail, and other administrative requirements, helping the wider team manage the many moving pieces involved in operating two major commercial office towers.

It’s a busy property environment where priorities can shift quickly, making this a great fit for someone who naturally stays organized, anticipates what needs to happen next and makes sure important details don’t fall through the cracks.

What Sets You Apart

At least two (2) years of commercial real estate administrative experience supporting property management. A solid administrative and accounting background is important, including practical experience with invoicing, chargebacks, accounts payable and/or accounts receivable.

Strong organization and attention to detail are essential, along with the ability to balance multiple priorities and deadlines while maintaining accuracy and professionalism.

The successful candidate will also have strong Microsoft Office skills, particularly Excel, and be comfortable learning and navigating different business systems. Previous experience with JDE, Nexus and work order management platforms such as PRISM, or comparable systems, would be considered an asset.

Just as importantly, this role calls for initiative, sound judgment, and a strong service mindset, along with the ability to communicate professionally with colleagues, tenants, visitors, and vendors, and handle confidential information with discretion.

What You Can Expect

This is a unique opportunity to spend 12 months working alongside an experienced commercial property management team within one of the real estate industry’s most respected organizations.

You’ll gain exposure to the day-to-day financial, administrative, and operational requirements behind two significant downtown Toronto office towers while working in a professional, collaborative, fast-moving environment.

Compensation

Expected annual compensation of $60,000 - 63,000.

Additional Information

This posting is for an existing vacancy. Artificial intelligence-based tools are not used in the screening or selection process for this role.