Office Services Assistant

QuadReal; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading real estate investment and development company in Toronto is seeking an Office Services Assistant to provide administrative support. In this role, you will act as the first point of contact, handle inquiries, and assist with office management duties. Ideal candidates should have two years of administrative experience and excellent communication skills. Join a company dedicated to creating sustainable environments and providing a positive work culture.

Qualifications

• Two years’ related administrative experience.
• Ability to allocate time effectively and manage tight deadlines.
• Advanced proficiency in spelling, punctuation, and grammar.

Responsibilities

• Act as the brand ambassador of the company for all guests and employees.
• Handle customer and tenant complaints while ensuring follow-up.
• Assist with the setup of corporate training sessions and board meetings.

Skills

Excellent oral and written communication skills

Ability to work independently and as part of a team

Knowledge of Microsoft Word, Power Point and Excel

Job description

About QuadReal Property Group

QuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. Its assets under management are $94 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and debt in both the public and private markets. QuadReal invests directly, via programmatic partnerships and through operating platforms in which it holds an ownership interest.

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.

Role Description

Reporting into the Regional Office Manager, East, the Office Services Assistant role provides a wide range of administrative duties to support QuadReal Property Group offices. This role is well-suited to someone who is highly service-oriented, resourceful, innovative, and a positive team player with exceptional organization skills.

Responsibilities

• As the first person of contact for all guests, visitors and employees, you will act as the brand ambassador of QuadReal, promoting values and service excellence in all activities and duties.
• Develop and sustain effective Office Services procedures while fostering positive working relations.
• Handle customer & tenant complaints and inquiries while following company guidelines, procedures, and policies. Ensure information is forwarded to the applicable Manager/s for any required follow-up.
• Assist with maintaining appearance of the boardroom(s), kitchen(s) and common areas.
• Assist with setup of corporate training sessions, board meetings, and events, including catering, room reservation, printing, and acting as the main point of contact.
• Work with Property Management to provide pass cards, elevator bookings, work permits, and various access as needed.
• Reception coverage during lunch, break periods, sick and vacation days.
• Assist with the ordering of all office supplies.
• Ensure that all office equipment is in proper working order, arrange immediate repair / servicing of any malfunctioning equipment.
• Ensure all meeting rooms are properly equipped with stationery and up-to-date resources / information (telephone lists and IT guides) and that the rooms are kept in a tidy and professional condition.
• Assist with all health and safety activities including training, checklists, and maintaining health and safety standards.
• Process all Invoices in a timely accurate manor using Yardi platform.
• Assist in creating, updating, reporting, and maintaining floor plans and seating arrangements for the office.
• Participating and contributing to regular Office Services all hands meetings.
• Be an effective resource and flexible in adjusting to changing work priorities.
• Assist in organizing and executing inclusive office socials and events.
• Other administrative responsibilities as required.

Experience and Qualifications

• Two years’ related administrative experience.
• Excellent oral and written communication skills.
• Ability to work independently and as part of a team; ability develop / sustain cooperative working relationships with clients, tenants and internal staff.
• Ability to allocate time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands, competing priorities and adapt to new ideas and constant changes.
• Knowledge of Microsoft Word, Power Point and Excel; advanced proficiency in spelling, punctuation, and grammar.
• #LI-JD1

Accommodations

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.