Administrative Assistant, Property Management

Concordia; Montreal; On-site; CAD 47,000 - 56,000; Full time

Benefits offered by this job

Comprehensive benefits

Defined pension plan

On-site gym and health clinic

Educational opportunities

Cultural opportunities

Job summary

Concordia University seeks an Administrative Assistant for Property Management at Loyola campus to support procurement, invoicing, and correspondence. The role handles front-line services, filing, vendor liaison, and report preparation, ensuring smooth office operations and adherence to policy.

Reporting to the Property Manager, you will coordinate with managers, process P2P activities, and assist with calendars, meetings, and documentation, contributing to a well-organized building portfolio in

Qualifications

• Diploma of Collegial Studies (two-year DEC) in a relevant field and two to four years of work-related experience.
• Good knowledge of the Procure-to-Pay process and ability to process financial and accounting transactions.
• Knowledge of building operations is essential.

Responsibilities

• Provide front-line and support services, contribute to the Procurement to pay, consolidate and prepare invoices for approval, meet with internal and external stakeholders including multiples vendors for Property Management.
• Ensure that the departmental office runs smoothly by responding to, and directing, incoming mail, e-mail, and phone or in-person enquiries from the University community, and external organizations.
• Coordinate with the Managers and Supervisors the Procurement to pay process and ensure that the policies and procedures are met.
• Request and receive quotes, create web requisitions, prepare change orders, get necessary approvals and liaise with Stakeholders in a timely manner; maintain inventory and order supplies.
• Prepare invoices ready for receiving and approvals by matching appropriate contractual documents and related work order, and process for payment as per departmental procedures.
• Coordinate with the Managers and Supervisors with the P-Card reconciliation, follow-up with vendors, and track expenses in financial systems (Millennium).
• Maintain an organized filing system of print and digital documents.
• Provide back-up to the other Administrative Assistants, Property Management, when needed.
• Retrieve and organize data for the preparation of reports, documents and logs, and prepare documentation for distribution to committees. Collect, receive, prepare and circulate On-Call schedules, and Open/Close activities calendars for periods of reduced operations.
• Provide support for Property Management staff; format and write a variety of correspondence, reports, charts, tables, minutes, signage and other documentation and arrange for their filing, distribution and/or presentation.
• Perform and co-ordinate other miscellaneous tasks, as required by the Property Manager/Manager.

Skills

Procure-to-Pay knowledge

Bilingual English & French

Building operations knowledge

Education

Diploma of Collegial Studies (two-year DEC) in a relevant field

Tools

Word

Excel

Job description

Career Opportunities: Administrative Assistant, Property Management (2365)

Requisition ID2365-Posted10/21/2026-Loyola (NDG)-CUSSU-Full-Time

Position Number: 50000392/P5873
Department: Operations - Loyola
Grade: PE115-8
Campus: Loyola (NDG)

Salary:$34.22- $41.17 per hour
Union/Association/HR Policy: CUSSU

Applicants are strongly encouraged to include a cover letter expressing their interest and how their profile aligns with the role.

Recognized as one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.

Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.

As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

NOTE: This posting represents a temporary replacement contract for the duration of six months. The appointment may conclude sooner, dependent on the incumbent's return to work.

SCOPE

Reporting to the Property Manager, Facilities Management, the incumbent maintains the daily operations of a Building Portfolio and acts as a resource to the Property Management unit.

PRIMARY RESPONSIBILITIES

• Provide front-line and support services, contribute to the Procurement to pay, consolidate and prepare invoices for approval, meet with internal and external stakeholders including multiples vendors for Property Management.
• Ensure that the departmental office runs smoothly by responding to, and directing, incoming mail, e-mail, and phone or in-person enquiries from the University community, and external organizations.
• Coordinate with the Managers and Supervisors the Procurement to pay process and ensure that the policies and procedures are met.
• Request and receive quotes, create web requisitions, prepare change orders, get necessary approvals and liaise with Stakeholders in a timely manner; maintain inventory and order supplies.
• Prepare invoices ready for receiving and approvals by matching appropriate contractual documents and related work order, and process for payment as per departmental procedures.
• Coordinate with the Managers and Supervisors with the P-Card reconciliation, follow-up with vendors, and track expenses in financial systems (Millennium).
• Maintain an organized filing system of print and digital documents.
• Provide back-up to the other Administrative Assistants, Property Management, when needed.
• Retrieve and organize data for the preparation of reports, documents and logs, and prepare documentation for distribution to committees. Collect, receive, prepare and circulate On-Call schedules, and Open/Close activities calendars for periods of reduced operations.
• Provide support for Property Management staff; format and write a variety of correspondence, reports, charts, tables, minutes, signage and other documentation and arrange for their filing, distribution and/or presentation.
• Perform and co-ordinate other miscellaneous tasks, as required by the Property Manager/Manager.

QUALIFICATIONS

• Diploma of Collegial Studies (two-year pre-university DEC) in a relevant field and two to four years of work-related experience.
• Good knowledge of the Procure-to-Pay process and ability to process financial and accounting transactions.
• Knowledge of building operations is essential.
• Good knowledge (Level 4) of spoken and written English and French.
• Good knowledge (Intermediate level) of Word and Excel.
• Excellent communication and interpersonal skills in order to deal with internal and external stakeholders.
• Excellent organizational and analytical skills with the ability to work well under pressure.
• Ability to meet deadlines in an efficient manner.

Due to the volume of applications, only selected candidates will be contacted by our Talent Team.

Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Territorial Acknowledgement

Concordia University is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.

Employment Equity

Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications.As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.

Accessibility

Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence, [e-mail]

Immigration Status

All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada’s reporting requirements, the University is obliged to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens.