Office Coordinator

Savills North America; Toronto; On-site; CAD 40,000 - 50,000; Full time

Job summary

A real estate services firm in Toronto, Ontario is seeking an Administrative Assistant to support the Director of Operations. The ideal candidate should have strong skills in communication and multi-tasking, with at least 3 years of experience in an office environment. Responsibilities include preparing presentations, coordinating meetings, and supporting day-to-day office functions. This is a full-time, entry-level position offering a collaborative work environment and the chance to enhance your administrative skills.

Qualifications

• Minimum 3 years of experience in an office setting supporting executives.
• Strong verbal and written communication abilities are essential.
• Experience in a Real Estate or Professional Services setting is a plus.

Responsibilities

• Prepare and edit presentations for client meetings using Microsoft Office.
• Coordinate on/offsite meetings and manage travel itineraries.
• Perform accounting functions including preparation of expense reports.

Skills

Communication

Multi-tasking

Organizational skills

Microsoft Office Suite

Attention to detail

Education

Bachelor's Degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe InDesign

Job description

About Savills

At Savills, we help organizations find the solutions that ensure employee success. Sharply skilled and fiercely dedicated, our integrated teams of consultants and brokers are experts in better real estate. With services in tenant representation, capital markets, project management, workforce/incentives and workplace strategy/occupant experience, we’ve boosted the potential of workplaces around the corner, and around the world, for 160 years and counting.

Job Overview

Savills is looking for an Administrative Assistant that reports to the Director of Operations. The ideal candidate is mission-driven, action-oriented and able to thrive in a growing and fast paced environment. The role will leverage administrative skills to provide support to the office; to help brokers achieve their business plan goals and objectives each year. Responsible for preparing proposals, presentations, and communication materials. Provide back-up support when needed. The role needs to be able to work collaboratively with the entire office.

Key Duties and Responsibilities

• Accurately prepare/edit presentations for client meetings using Microsoft Office. Also preparing/editing building reports, tour books and other correspondence to meet broker’s demands and clients’ needs, often under tight time constraints.
• Copy, print and bind presentation materials.
• Conduct online research.
• Coordinate on/offsite meetings including scheduling appointments, keeping calendars and arranging travel itineraries and meeting room reservations.
• Perform accounting functions which may include preparation of expense reports, billings and invoices.Greet and assist office guests; answer/route all incoming calls.
• Handle all incoming and outgoing mail (FedEx, USPS, UPS; receive, sort and distribute to appropriate individuals).
• Maintain, schedule and set up conference room in preparation of broker/client meetings, lunches, training or special events.
• Support the upkeep of kitchen and production room spaces by ensuring cleanliness and handling snack orders.
• Complete additional duties and responsibilities as assigned by Director of Operations.

Qualifications

• Effectively communicate, interact and collaborate with brokers, staff, vendors and clients.
• Consistently demonstrate a high level of performance and professionalism.
• Ability to multi-task and meet deadlines in a high-pressure environment.
• Excellent verbal and written communication skills.
• Maintain discretion and exhibit sound decision-making skills.
• Exhibit a high level of attention to detail.
• Strong work ethic and positive attitude.
• Advanced knowledge of Microsoft Office Suite (i.e. Word, Excel and PowerPoint).
• Working knowledge of Adobe InDesign/Illustrator or graphics knowledge a plus.
• Ability to adapt to company specific software.
• Excellent organizational and time management skills; ability to multi-task and prioritize workload under pressure.
• Self-starter who works independently and thinks proactively and strategically.

Preferred Education and Experience

• Minimum 3 years of related office experience in support of a senior executive or team of executives. (Real Estate or Professional Services industry experience a plus).
• Bachelor’s Degree preferred and/or equivalent combination of education and experience.

Savills values a diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, veteran status, or any other protected characteristic. All qualified applicants, including minorities and women, are encouraged to apply.

Savills participates in the E-Verify program.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative