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Administrative Assistant (12 months contract)

September 15 2021
Industries Real Estate
Categories Administrative, Clerical, Administrative assistant, Administrative, Clerical
Montreal, QC

Ivanhoé Cambridge develops and invests in high-quality real estate properties, projects and companies that are shaping the urban fabric in dynamic cities around the world. It does so responsibly, with a view to generate long-term performance. Ivanhoé Cambridge is committed to creating living spaces that foster the well-being of people and communities, while reducing its environmental footprint.

Ivanhoé Cambridge invests internationally alongside strategic partners and major real estate funds that are leaders in their markets. Through subsidiaries and partnerships, the Company holds interests in more than 1,000 buildings, primarily in the industrial and logistics, office, residential and retail sectors. Ivanhoé Cambridge held close to C$60,4 billion in real estate assets as at December 31, 2020 and is a real estate subsidiary of the Caisse de dépôt et placement du Québec (cdpq.com), one of Canada's leading institutional fund managers. For more information: ivanhoecambridge.com.

Department : Place Ville Marie

Position type : Salaried

Specific accountabilities

In this position, you will be responsible for performing various support tasks related to client relations. More specifically, you will be required to:

  • Provide general administrative assistance in accordance with existing standards and procedures: draft various documents (reports, letters, memos, tenant notices, agreements, procedures, PowerPoint presentations) in French and English; translate and edit documents; review bids, purchase orders, invoices and expense claims; file documents; make photocopies; prepare expense reports, etc.;
  • Manage the Property Administrator's schedule, coordinate travel arrangements and organize meetings with various internal and external stakeholders;
  • Serve as the main contact for tenants when the Property Administrator is absent; answer enquiries or refer to the appropriate resources;
  • Organize and draft minutes for committee and other meetings (French/English);
  • Update databases, directories, organizational charts, reports, tables and other reference documents;
  • Follow up on active files and projects with tenants and other internal and external stakeholders;
  • Respond to tenant requests related to bicycle parking spots, changing room and shower usage, etc.;
  • Inspect cleaning operations in the lower levels of the complex;
  • Ensure adherence to departmental filing systems and procedures for paper and electronic records; monitor access to electronic directories;
  • Prepare timesheets and update vacation schedules for team members;
  • Coordinate tenant invitations and organize tenant events as needed;
  • Coordinate computer, telephone, building access and other systems;
  • Manage the Client Relations inbox and answer all incoming enquiries (requests for access to the building, power shutdowns, construction, tenant notices and any other matters);
  • Greet tenants and visitors at the reception desk; process incoming mail and cheques; answer the phone; manage meeting room schedules;
  • Working in conjunction with the Property Director' s Administrative Assistant, ensure the proper and effective use of common areas in the office (reception, kitchen, conference rooms, printer/fax rooms, stationery storage rooms, etc.);
  • Replace the Property Director' s Administrative Assistant on sick or vacation days;
  • Prepare purchase orders;
  • Carry out any other required tasks.

Key requirements

  • College diploma in office administration and five or more years of relevant secretarial experience;
  • Excellent written and spoken French and English and the ability to translate documents into both languages;
  • Proficiency in Microsoft Office required; knowledge of JD Edwards an asset;
  • Ability to perform effectively and prioritize tasks in a fast-paced environment;
  • Ability to multitask, work independently and tolerate pressure;
  • Strong teamwork ethic;
  • Tactful, thorough, dynamic, well organized and discreet.

If you are interested in this challenge, please submit your resume.

You have everything to gain!

When you join the Ivanhoé Cambridge team, you are eligible for employment benefits and a pension plan that are among the best in the industry. Our many health and wellness programs encourage you to balance your work and personal lives and fulfil your desire for social involvement, while maintaining a healthy lifestyle. At Ivanhoé Cambridge, you will have many opportunities to develop your skills and thrive professionally, in Canada or elsewhere in the world. Our initiatives aimed at creating an exceptional working environment that inspires our employees to give the best of themselves elevated Ivanhoé Cambridge into the ranks of 100 Top Employers in Canada.

Ivanhoé Cambridge's commitment to diversity and inclusion spans the breadth of its operations. Accommodations are available upon request for candidates taking part in all aspects of the selection process. We take pride in creating a working environment where everyone is set up for success. Please advise us of any accommodations needed to ensure you have access to a fair and equitable process. Any information received relating to accommodation will be addressed confidentially .

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