Senior Administrative Assistant

Quantum Management Services Ltd; Toronto; Hybrid; CAD 65,000 - 70,000; Full time

Benefits offered by this job

Bonus

RRSP

3 weeks vacation

Benefits

Additional perks

Job summary

Quantum Management Services Ltd. in Downtown Toronto is seeking an Administrative Assistant to join the Construction and Development team. The role blends financial administration with senior-level team support in a hybrid work setting.

You will coordinate invoices, expense reports and AP documentation, while assisting with scheduling, travel, and day-to-day priorities. This is ideal for an organized professional who enjoys working with numbers and building strong cross-team relationships.

Qualifications

• 3–5 years of administrative experience with a focus on finance.
• Experience preparing and processing invoices, expense reports and AP documentation.
• Strong attention to detail with numbers and financial records.
• Excellent organizational and time-management skills with multiple deadlines.

Responsibilities

• Coordinate invoices, expense reports and accounts payable documentation.
• Review submissions for completeness and accuracy with proper approvals.
• Track outstanding invoices and payment inquiries with internal/external parties.
• Support calendars, travel, documentation and team priorities for senior staff.
• Maintain financial records and supporting files for visibility.

Skills

Administrative experience

Financial administration

Invoice processing

Calendar management

ERP systems

Tools

ERP software

Job description

Position: Administrative Assistant

Location: Downtown Toronto

Job Type: Permanent

Work Arrangement: Hybrid

Posting Type: Open vacancy

Compensation: $65,000 - $70,000 + bonus, RRSP, 3 weeks vacation, benefits and additional perks

About the Opportunity

Build your career with a highly established Canadian organization in the real estate investment space.

Our client is seeking an Administrative Assistant to join its Construction and Development team in downtown Toronto. Combining financial administration with senior-level team support, this role offers the opportunity to become a trusted resource for a busy, collaborative group.

You’ll take an active role in coordinating invoices, expense reports, accounts payable documentation and approvals, helping ensure financial records are accurate, organized and processed on time. Alongside these responsibilities, you’ll support scheduling, travel, documentation and day-to-day team priorities.

This opportunity will appeal to an experienced administrative professional who enjoys working with numbers, following details through to completion and building strong relationships across teams.

What You’ll Do

• Coordinate the preparation, review and processing of invoices, expense reports and accounts payable documentation
• Review financial submissions for completeness and accuracy, ensuring supporting documentation and required approvals are in place
• Track outstanding invoices, approvals and payment inquiries, following up with internal teams and external vendors
• Liaise with Finance and Accounting to support timely processing and help resolve documentation discrepancies
• Maintain organized financial records, invoice trackers and supporting files to provide visibility into outstanding items
• Prepare, organize and maintain contracts, reports, correspondence and other team documentation
• Provide day-to-day administrative support to senior professionals and the Construction and Development team
• Coordinate calendars, meetings and appointments, balancing competing schedules and priorities
• Arrange travel and prepare related itineraries, logistics and expense documentation
• Track deadlines and action items, following up to keep team priorities moving
• Assist with additional administrative and operational responsibilities as needed

What You Bring

• 3 to 5 years of administrative, team support or coordination experience, including hands-on financial administration
• Experience preparing and processing invoices, expense reports and accounts payable documentation
• Strong attention to detail and confidence working with numbers, financial records and supporting documentation
• Excellent organizational and time-management skills, with the ability to manage multiple deadlines while maintaining accuracy
• A proactive approach to identifying missing information, resolving discrepancies and following up on outstanding approvals
• Professional communication skills and the ability to build effective relationships with colleagues, vendors and external contacts
• A collaborative, hands-on approach and a willingness to support shared team goals
• Experience using an ERP, financial or similar business system is an asset
• Experience in real estate, construction or development is an asset

All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process.

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