Position Summary and Objectives

The Administrative Assistant reports to the General Manager and is responsible to provide reliable, timely, and efficient support for properties in the assigned portfolio, including interfacing with various external service providers and tenants as directed. Additionally, this role facilitates continuous improvement in office systems and procedures to ensure an efficient and productive operating environment.

Responsibilities

Deliver Excellent Service to Tenants

Provide professional services to tenants
Independently respond to basic tenant and general inquiries and escalate complex queries to the appropriate parties
Implement special activities and programs to add value to the tenant’s experiences at the property when requested by their supervisor

Maintain Quality Building Premises

Ensure efficient and effective building operations.

Answer the main telephone line and respond to general inquires
Manage and coordinate building/portfolio meeting room schedules and bookings including conference calls and any related materials as required
Maintain common areas of the CPMI office including reception, supply room and kitchen, ensuring they are clean and stocked (if applicable)
Manage the receipt and distribution of incoming and outgoing mail and couriers
Maintain office equipment as required including photocopiers, printers etc. and work with Crown’s IT provider to resolve issues on a timely basis
Maintain all electronic and hard copy filing including invoices and tenant correspondence in accordance with Crown’s established guidelines
Organize, coordinate, prepare, edit, proofread, and prioritize all documents including correspondence, presentations, and reports
Maintain and update databases of tenants, tenant contacts, emergency contacts, suppliers and contractors
Organize and prepare expense reports as required
Conduct monthly audits throughout the year to ensure that tenant insurance certificates are current
Assist in coordinating tenant moving in/out (access cards, parking, signage, etc.)
Assist with overseeing the Connect by Crown Tenant Request System and the RiskWise Preventative Maintenance System
Prepare monthly janitorial vacancy reports and credits
Participate in yearly Fire Warden Drills, training seminars and maintain tenant Fire Warden lists for all assigned properties
Prepare tenant correspondence
Maintain parking summaries, issue access cards, invoice and collect and deposit cheques as required
Maintain, track and audit all building access cards and invoice tenants where applicable
Prepare various information for brokers as requested by their supervisor or Leasing
Assist with marketing and co-ordination of tenant events

Provide support to other CPMI team members.

Provide administrative support to Property Management staff, Operations and Technical Services staff, and Director, Property Management as required
Obtain assistance from Accounting as required to address complex tenant or supplier inquiries
Respond to inquiries from Accounting related to supplier or tenant issues

Ensure Accuracy and Reliability of Financial Information for Properties, Working with Accounting

Maintain Purchase Order list and tenant chargeback invoice register
Reconcile and code all supplier invoices on a timely basis, obtain management approval, send to accounting for processing and payment; investigate and respond to accounts payable requests from vendors
Prepare all monthly and year end accruals for review by supervisor
Assist with updating the monthly Accounts Receivables report and submit to Property Manager or General Manager for review when required
Carry out accounts receivable functions including rent collection, bank deposits, account arrears collection, generation of miscellaneous chargeback invoices and collection of payments when required
Access Yardi software to inquire on receivables and payables

Promote Environmental Sustainability in Building Operations

Provide feedback to Property Manager or General Manager on possible opportunities to reduce energy consumption

Perform other related responsibilities as requested from time to time

Qualifications

Education

Minimum high school diploma
Post secondary education preferred

Professional Experience

2+ years of relevant office experience or a combination of education and experience
Previous experience in Property Management and/or Real Estate is an asset
Intermediate/Advanced Microsoft Office (Word, Excel, PowerPoint and Outlook) is required

Personal Competencies

Supports teamwork environment with positive and professional attitude
Open to learning, developing new skills/knowledge
Focuses on results: anticipates problems, identifies solutions, takes action
Understands all aspects of job - impact on business goals
Proactively assesses, responds to workflow deficiency, adheres to CPMI policy
Goes the "extra mile" to understand and respond to tenant/customer needs
Flexibility to changing work conditions including interruptions and multi-tasking ability
Behaves and makes decisions that support CPMI goals/objectives
Conducts business consistent with sustainability
Strong written and verbal communication skills
Ability to work independently and under pressure, deal with deadlines
Demonstrates integrity in decision making, listening, treatment of others

CPMI is committed to accommodating employees with disabilities throughout their employment with Crown in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation, please let us know.

Crown Property Management Inc.

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Administrative Assistant