Administrative Assistant

quadreal; Vancouver; On-site; CAD 50,000 - 60,000; Full time

Benefits offered by this job

Health & dental benefits

Pension plan

Paid time off

Job summary

QuadReal Property Group is seeking a Receptionist/Administrative Assistant at Oakridge Park in Vancouver. You will support the General Manager, Property Manager, and Operations Manager, ensuring smooth office operations and excellent guest and tenant service.

Responsibilities include answering calls, greeting visitors, coordinating mail, and managing purchasing, accounts payable/receivable in Yardi, and preparing reports. A positive, customer-first attitude and 60 wpm typing are essential.

Qualifications

• High School diploma supplemented with post-secondary courses.
• 2+ years related experience.
• Ability to prioritize workload and handle competing priorities and deadlines.
• Positive and friendly “Customer First” attitude.
• Experience in real estate operations is an asset.
• Minimum typing speed of 60 wpm with accuracy in spelling, punctuation and grammar.
• Attention to detail and problem solving skills.
• Strong oral and written communication and presentation skills; ability to develop and sustain cooperative working relationships.

Responsibilities

• Cover Reception Area ensuring it is always staffed.
• Receive and direct incoming calls and guests.
• Coordinate mailings, couriers, and deliveries.
• Maintain office supplies and organize records.
• Enter purchase orders and process invoices in Yardi as needed.
• Support rent collection and AR reporting. Prepare monthly tenant sales reports.
• Prepare and distribute correspondence and maintain contact lists.
• Assist management with various administrative tasks and OH&S records.

Skills

Customer focus

Phone etiquette

Organizational skills

Word/Excel proficiency

Education

High School diploma + post-secondary courses

Tools

Word

Excel

Job description

About QuadReal Property Group

QuadReal Property Group is a global real estate investment, development and operating company headquartered in Vancouver, British Columbia. Its assets under management are $98.5 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities globally for investments in equity and debt in both the public and private markets. QuadReal invests directly through operating platforms in which it holds an ownership interest and via programmatic partnerships.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

www.quadreal.com

Role Description

Provide general reception and administrative functions relating to the operations, marketing, and management of Oakridge Park. Reporting to the General Manager - Guest and Tenant Services, this position will support the management team and ensure the office functions run smoothly.

Responsibilities

• Work with Reception/Administrative Assistant to cover Reception Area ensuring it is always staffed.
• Receive and direct incoming telephone calls.
• Receive guests, suppliers, and tenant walk-in visits while providing excellent customer service.
• Coordinate mailings, couriers, and deliveries.
• Coordinate office supply orders and ensure supplies are kept organized and well-stocked.
• Contribute to monitoring the radios and fire panel for emergencies and general centre activity to ensure the team is aware of all incidents immediately.
• Enter and create all purchase orders (PO's) in Yardi; Distribute applicable numbers to vendors and staff.
• Accounts payable - Enter invoices to Yardi, match invoices with PO's, ensuring payments are made timely and accurately, including tracking and monitoring the utility accounts.
• Accounts receivable - Responsible for supporting rent collection via EFT, PAP, and cheque deposits and generate AR report to review with GM. Follow up with tenants on outstanding arrears.
• Enter monthly tenant sales into Yardi, generate monthly reports, save electronically and distribute the report as required.
• Produce and distribute correspondence memos, letters, and forms.
• Maintain the Master Tenant Contact List. Update this document on an ongoing basis and email monthly to Security and Guest Services.
• Maintain a variety of tracking spreadsheets ensuring property is always due diligent and ready.
• Sort and organize the physical and electronic office records accurately.
• Collect tenant insurance for approval and file the documents accordingly.
• Monitor and follow up on QuadReal Connect/Tenant maintenance requests to ensure overall service delivery is consistent with QuadReal standards.
• Complete various administrative functions and support the General Manager, Property Manager, and Operations Manager as required
• Work with Life Safety Manager on Occupational Health & Safety (OH&S) meetings, meeting minutes, posting of same and inspection checklists to the OH&S SharePoint site.
• Keep the kitchen and back storage areas tidy and well stocked. Order supplies as needed.
• Track daily, weekly and monthly traffic and sales and prepare reports for distribution
• Maintain knowledge of current property activities and events to answer any inquiries
• Any other duties as assigned

Experience and Qualifications

• High School diploma supplemented with post-secondary courses
• 2 or more years related experience
• Ability to prioritize workload and handle competing priorities and deadlines
• Positive and friendly "Customer First" attitude
• Experience in real estate operation a definite asset
• Minimum typing speed of 60 wpm with accuracy in spelling, punctuation and grammar.
• Attention to detail and problem solving skills.
• Relationship Skills - Superior oral and written communication and presentation skills; ability to develop and sustain cooperative working relationships at all levels; ability to exercise confidentiality; displays enthusiasm and has a desire to learn; team player
• Organizational/Multi-Task Skills - Ability to allocate one's time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes
• Computer Skills - Intermediate to advanced skills in Word and Excel

Salary and Benefits

The expected annualized base salary range for this role is $50,000-$60,000.

Based on the position, QuadReal offers a competitive total rewards package in addition to the base pay, which may include a performance-based incentive plan, comprehensive health & dental benefits, pension plan, and paid time off.

The actual salary offered will take into consideration a wide array of factors including, but not limited to, the individual's skill, experience, education and training, the market compensation of the role, and the consideration to internal equity.

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