Administrative Assistant, Projects and Operations

TDS Personnel; Toronto; On-site; CAD 69,000; Full time

Job summary

An established industry player in property management is seeking a dedicated Administrative Assistant to support their Project and Operations Teams. This full-time role involves managing various administrative tasks, including data entry, document preparation, and invoice processing, ensuring smooth operations within the team. The ideal candidate will have strong communication skills, a knack for organization, and the ability to multitask effectively. Join a dynamic environment where your contributions will directly impact project success and team efficiency. If you thrive in a fast-paced setting and are eager to support a collaborative team, this opportunity is perfect for you.

Qualifications

• 2-4 years of experience in administrative support, preferably in real estate.
• Proficiency in Microsoft Office and project management software.

Responsibilities

• Provide administrative support to Project and Operations Teams.
• Process invoices and maintain project documentation.

Skills

Communication Skills

Organizational Skills

Customer Service

Multi-tasking

Problem-solving

Education

High School Diploma

Experience in Administrative Role

Tools

Microsoft Office Suite

Yardi Payscan

Job description

Administrative Assistant, Projects and Operations

Full-time, Permanent

$69k

1 day ago in Administrative and Office Support

Our client within property management and located in North York requires an Administrative Assistant to join their team. The position of Administrative Assistant requires excellent communication, interpersonal, customer service, and proven organizational skills. The position also requires two to four years of experience in an administrative role in commercial real estate or in project delivery within the real estate industry. The key role of the position is the provision of direct administrative support to the Project and Operations Teams. The Administrative Assistant must possess strong written and oral communication skills, the ability to interact well with stakeholders, and must be familiar with tender documents, purchase orders, contracts, proposed change notices, change orders, and related documents. The Administrative Assistant must have basic accounting knowledge. Expertise with Microsoft Office, including Word and Excel, are essential for the provision of a full range of complex administrative support services to project and property management staff. Personal attributes required include the ability to multi-task, work under pressure, meet deadlines, and to be a self-starter.

Responsibilities:

• Provide administrative support to the Operations and Project teams.
• Coordinate supplier and contractor setup within the payable system.
• Arrange for the purchase of office supplies as needed.
• Enter data for new projects and purchase orders in the “Yardi Payscan” system, including:
• Job creation for approval.
• Budget revisions for approval.
• Purchase Order for approval.
• Entry of invoices and supporting documents, Certificates, Insurance, Consultant verification, etc.
• Prepare Proposed Change Notices and Change Orders.
• Prepare document packages and all supporting material for project approval, including PJ forms as required.
• Process invoices by checking data, math, and compliance with PO and contractor proposals, linking them to PO in Yardi Payscan.
• Assemble and maintain project binders and electronic versions for audit files.
• Monitor and track the approval of all project documents, ensuring outstanding approvals are obtained and documented.
• Enter data for monthly reports and maintain ongoing completion.
• Ensure project billings to the Tenant are accurate and comply with contracts.
• Assist accounting in processing Tenant Chargebacks and follow up for timely collection.
• Cross-train with the Property Services Coordinator to provide backup.
• Assist the Property Manager with the preparation and delivery of Tenant Advisories.
• Maintain both electronic and hard copy filing systems as required.
• Provide front desk support as needed.
• Perform other duties as assigned by the Property Manager.

Qualifications:

• Proven experience in administrative support, preferably within operations or project management environments.
• Strong organizational and time management skills with the ability to multitask and prioritize tasks effectively.
• Proficiency in data entry and experience using project management software (e.g., Yardi Payscan) is an asset.
• Experience with supplier and contractor setup within payable systems.
• Knowledge of invoice processing, purchase order management, and budget tracking.
• Excellent attention to detail for data verification and document preparation.
• Ability to prepare change notices, change orders, and close-out documentation accurately.
• Strong problem-solving skills and the ability to track and obtain outstanding document approvals.
• Experience in maintaining both physical and electronic filing systems.
• Strong communication skills to assist with Tenant Advisories and coordinate with the Property Manager.
• Ability to cross-train and provide backup support as needed.
• Basic accounting knowledge, including handling Tenant Chargebacks and rent deposits.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office equipment.
• Customer service orientation for front desk support and tenant interactions.
• Adaptability and willingness to take on additional tasks as assigned.
• Must successfully pass a security clearance check.

To apply, upload your resume and complete the required information in the “Apply For The Job” section located to the right of the posting. Alternatively, quote the position title and email your resume to: Leah; [e-mail]

If you are already registered with TDS Personnel please contact your Consultant.

TDS Personnel is an equal opportunity employer and is committed to providing employment in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodations within reason due to a disability or medical need are available on request for candidates taking part in the recruitment process.