Administrative Assistant

SHAPE; Victoria; On-site; CAD 50,000 - 58,000; Full time

Job summary

A leading real estate company is seeking a full-time Administrative Assistant for their Uptown location in Victoria, BC. The role involves managing various property-specific administrative duties, requiring strong organizational skills and proficiency in Microsoft Suite. The ideal candidate is friendly and self-motivated, capable of working effectively in a dynamic team environment. Offered salary is around $50,000/year, and applicants can expect a collaborative work atmosphere.

Qualifications

• Must be friendly, approachable, proactive, ambitious and solution-focused.
• Shows strong organizational and administrative skills.
• Demonstrates effective communication with various groups.

Responsibilities

• Analyze lease documentation.
• Coordinate insurance for vendors and tenants.
• Process credit card and expense receipts.

Skills

Organizational skills

Time management

Proficiency in Microsoft Suite

Effective communication

Problem-solving

Tools

Microsoft Suite

Adobe Programs

Job description

Administrative Assistant, Uptown

ABOUT SHAPE

SHAPE is the real estate investment, development and management company leading some of the largest and most exciting projects in North America including The Amazing Brentwood, The City of Lougheed and RC at CF Richmond Centre.

Through our fully integrated platform, SHAPE specializes in complete neighbourhoods with a top-calibre mix of shops, restaurants, residences, entertainment and a complete range of daily services on rapid transit. By executing on every stage of the real estate process, from land acquisition to property management, we are able to collaborate more efficiently, work seamlessly and perform at the highest level. Every SHAPE property reflects lasting vision, bold creativity and obsessive attention to detail.

Our projects are complex, our vision is simple: deliver social and financial value for generations. With a proven ability to raise the bar across our diverse portfolio of assets, we build on where we’ve been to push the edge of better: for industry standards, quality of life and return on investment.

ABOUT UPTOWN

Uptown is more than a shopping centre. It is an artfully designed social gathering place—a vibrant hub for commerce and culture where people can shop, dine, work, and, in the future, live. Centrally located and easily accessible, Uptown serves as a focal point for Greater Victoria, offering the Island’s premier mix of shops, restaurants, and entertainment.

Uptown takes pride in operating to the highest of standards. From day-to-day operations to the year-round care of its lush landscaping and public spaces, every detail is thoughtfully maintained to create an exceptional experience for visitors, tenants, and the community.

ABOUT THE ROLE

SHAPE is seeking to hire a full-time Administrative Assistant for Uptown located in Victoria, British Columbia. This position will be reporting directly to the General Manager on site and will be responsible for performing and overseeing a variety of property specific administrative duties. Applicants for this position should be detail-oriented, self-motivated and have a desire to work in a dynamic and collaborative team while wanting to contribute to the smooth functioning of a large and busy retail operation. The successful applicant must be a self-starter, motivated with a positive outgoing attitude. A number of tasks will be asked of this person and being able to work at a fast pace is welcomed.

Primary Job Responsibilities

• Analysis of lease documentation
• Coordinate insurance for vendors including OHS and WCB as well as tenant insurance
• Process credit card and expense receipts/ statements for all departments
• Utility reconciliation and billings in coordination with Accounts Administrator
• Assist with IT functions as needed
• Parking Management Program coordination of our office and retail parking programs for the property
• Documentation for Tenant Coordination
• General office tasks such as setting up courier services, mail sorting, typing, printing, photocopying, scanning, and archiving
• Answering and directing inquiries in a positive/professional manner
• Attending meetings and preparing meeting minutes for distribution
• Order and manage supplies of office inventory as needed
• Coordinate food and beverage for meetings and events
• Coordinate boardroom bookings as required
• Keep up to date with property contact lists
• Other tasks from time to time as requested

Qualifications

Required Knowledge, Skills, and Abilities

• Must be friendly, approachable, proactive, ambitious and solution-focused
• Possess strong organizational, time management and administrative skills with a demonstrated ability to work both independently and within a team environment
• Proficient in Microsoft Suite + Adobe Programs
• Ability to communicate effectively with varying groups of individuals both within the organization and outside the organization
• Demonstrates personal integrity and honesty

Working Conditions

As the Administrative Assistant at Uptown, located in Victoria, BC, you will be part of Uptown’s property management team. Please expect a comfortable and collaborative work environment in an office setting.

Salary range: $50,000/year

To apply, please visit our website at http://shape.ca/careers