Administrative Assistant

QuadReal Property Group; Vancouver; On-site; CAD 50,000 - 60,000; Full time

Job summary

QuadReal Property Group, headquartered in Vancouver, seeks a Receptionist/Administrative support for Oakridge Park. This role reports to the General Manager – Guest and Tenant Services and ensures the office runs smoothly, handling front-desk duties, calls, and guest interactions.

Responsibilities include coordinating mailings, processing PO’s in Yardi, AP/AR tasks, and monthly tenant sales reports. Requires 60 wpm typing, Word/Excel skills, and a customer-first attitude.

Qualifications

• High School diploma with post-secondary courses
• 2+ years related experience
• Ability to prioritize workload and meet deadlines
• Positive customer-first attitude
• Experience in real estate operation is a definite asset
• Typing speed of 60 wpm with accurate spelling and grammar
• Attention to detail and problem solving
• Relationship and communication skills; ability to work with diverse teams
• Organizational and multi-tasking abilities; handle multiple priorities
• Proficiency in Word and Excel

Responsibilities

• Cover Reception Area to ensure it is staffed
• Receive and direct incoming calls
• Greet guests, suppliers and tenants with excellent service
• Coordinate mailings, couriers, and deliveries
• Coordinate office supply orders and keep supplies organized
• Monitor radios and fire panel for emergencies and incidents
• Enter and create purchase orders in Yardi; distribute numbers to vendors
• Accounts payable – enter invoices to Yardi, match with PO’s, track utilities
• Accounts receivable - support rent collection via EFT, PAP, and cheques; generate AR reports
• Enter monthly tenant sales into Yardi and generate reports
• Produce and distribute correspondence memos, letters and forms
• Maintain Master Tenant Contact List and email monthly to Security and Guest Services
• Maintain tracking spreadsheets and property records
• Collect tenant insurance for approval and file documents
• Monitor QuadReal Connect/Tenant maintenance requests
• Support General Manager, Property Manager, and Operations Manager
• Coordinate with Life Safety Manager on OH&S meetings and minutes
• Keep kitchen and back storage areas tidy and stocked
• Track daily/weekly/monthly traffic and sales and prepare reports
• Stay informed about property activities to answer inquiries
• Perform other duties as assigned

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

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

#LI-TT1

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.

We value diverse experiences and perspectives. Even if your skills don’t align 100% with the listed qualifications or salary range, we encourage you to apply – you may be a great fit for this role or others in our community. Applicants may also be considered for alternative positions within the organization where their qualifications and experience align more closely with available opportunities.

We use artificial intelligence (AI) technology — alongside human review — to assist in screening and assessing applicants for this position. Our recruitment team remains involved in all decisions.

Candidates must be legally authorized to work in Canada as the company does not provide work permit sponsorship for this role.

Note to Recruiters: QuadReal does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to QuadReal, directly or indirectly, will be considered QuadReal property. QuadReal 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.

QuadReal Property Group will provide reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name and your preferred method of contact.