Senior Portfolio Administration Coordinator (Bilingual)

International Civil Service Commission (ICSC); Montreal; On-site; CAD 30,000 - 60,000; Part time

Job summary

A leading organization is seeking a part-time Guest Services Representative to perform essential administrative functions within the Property Management Team. Responsibilities include administrative support, tenant communication, and coordination of property maintenance. Ideal candidates will have a strong background in customer service and proficiency in Microsoft Office.

Qualifications

• Ability to give and take direction.
• Proficiency in customer service.
• Professional interaction with decision makers.

Responsibilities

• Provide full administrative support including scheduling meetings and processing invoices.
• Assist in tenant contacts and insurance information.
• Promote positive relationships with tenants and clients.

Skills

Communication Proficiency

Customer Focus

Organization Skills

Interpersonal Skills

Initiative

Multi-tasking

Education

High school diploma/GED equivalent

Bachelor Degree preferred

Tools

Microsoft Office Suite

Job description

Job Title

Guest Services Representative (Part-Time)

Job Description Summary

Performs the administrative functions of the Property Management Team assuring a high level of professionalism in property issues, including timely response to and resolution of any tenant requests or concerns.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

May be responsible for one or more of the following:

• Provide full administrative support, including phone support, typing reports, filing and distribution of correspondence
• Schedule and coordinate meetings/special events, as requested
• Assist in lease administration activities, including tenant contacts and insurance information; generate reports
• Prepare and coordinate bid proposals, service contracts and approved invoices. Assist in bidding process and assist Property Manager(s) in their efforts to ensure compliance with C&Wâs policies and procedures
• Prepare and code invoices for Property Managerâs approval
• Ensure office is stocked with office supplies and other required items to maintain the office
• Ensure prompt and accurate completion of contract and certificates of insurance information in contract administration software
• Track and file contracts and insurance certificates; maintain follow-up system for expirations
• Monitor and maintain the property maintenance work order system and prepare monthly reports for Property Manager on status of tenant work orders
• Maintain the property purchase order system
• Maintain lease and contract files, as well as other files located within the property management office
• Promote and foster positive relationships with tenants and clients and track service calls as required
• Assist with monthly and quarterly management reports as well as annual budget preparation
• Process management and maintenance staff hours, tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval

KEY COMPETENCIES

1. Communication Proficiency (oral and written)
2. Customer Focus (internal and external)
3. Organization Skills
4. Interpersonal Skills
5. Initiative
6. Multi-tasking

IMPORTANT EDUCATION

• High school diploma/GED equivalent; Bachelor Degree preferred

IMPORTANT EXPERIENCE

• Customer service experience preferred

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Proficiency in Microsoft Office Suite
• Ability to give and take direction and to interface with decision makers in a professional manner and maintain confidential information

WORK ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee may need to stand and walk for extended or continuous periods of time. They must be able to ascend and descend staircases, ladders, and/or step stools and may be required to travel outside between buildings in varying outdoor weather conditions. The employee may also be regularly required to remain in a stationary position (sit or stand) for 85% of the time; regularly operate office machinery.

AAP/EEO STATEMENT
C&W provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Further, the company takes affirmative action to ensure that applicants are employed and employees during employment are treated without regard to any of these characteristics. Discrimination of any type will not be tolerated.

The compensation for the position is: $17.85 - $17.85 CAD Hourly Cushman & Wakefield is committed to equity in employment and our goal is to have a diverse, inclusive, and barrier-free workplace. If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to [e-mail]. Please refer to the job title and job location when you contact us. Cushman & Wakefield sâengage à respecter lâÃquità en matière dâemploi. Notre objectif est dâoffrir un milieu de travail diversifiÃ, inclusif et exempt dâobstacles. Si vous êtes une personne handicapÃe et que vous avez besoin de recevoir lâoffre dâemploi dans un autre format ou dâaccÃder à toute autre mesure dâadaptation au cours du processus dâembauche, veuillez soumettre votre demande par courriel à [e-mail]. Veuillez mentionner le titre de poste et le lieu de travail au moment de communiquer avec nous. INCO: âœCushman & Wakefieldâ