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Administrative Assistant

March 2 2021
Industries Real Estate
Categories Administrative, Clerical, Administrative assistant, Receptionist, Secretary
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$64 billion in real estate assets as at December 31, 2019 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: Southgate Centre

Position type: Salaried

Specific accountabilities

The primary function of this position is to provide administrative support to the General Manager, Property Manager, and Operations Manager, as well as assuming administrative duties at the front counter of the office.

Specific functions are as follows:

  • Receive, direct, and take messages from incoming calls in a professional and friendly manner. Liaise with tenants, respond to their inquiries and/or refer inquiries to appropriate team members. Be the first point of contact in the admin office in person at desk and on the phone;
  • Responsible for scheduling meetings and following up, recording meeting minutes and organizing the filing system;
  • Maintain inventory of office supplies within the annual budget and coordinate supplies orders;
  • Liaise with and provide support for Accounts Administrator with specific duties involving lease administration, preparing invoices for coding, accounts payable, etc.;
  • Act as a backup to the Accounts Administrator as necessary entering deposits into JDE;
  • Collect, track, and maintain Insurance Certificates for the property;
  • Complete monthly sales reporting in JDE;
  • Responsible for entering hours for payroll;
  • Provide administrative support for property sustainability practices and assisting the management team as required;
  • Responsible for tracking and reporting of centre traffic. Act as main point of contact for any issues concerning the traffic counters and their proper operation;
  • Responsible for maintaining filing system of major contractors; insurance tracking and follow-up; tracking WCB and maintaining clearance certificates, updating and managing all contact information; updating administrative manuals for site orders;
  • Provide administrative support and update and maintain the Tenant Information Guide, the Property Crisis Management Guide, and Tenant Manual;
  • Maintain and manage tenants' contact information and distribution lists. Send out communication as required;
  • Maintain the property emergency mass notification system by ensuring information is accurate and regularly updated. Schedule monthly and quarterly testing;
  • Manage and distribute work orders for the Building Service Technicians and maintain the Angus system;
  • Support Operations with the digital metering system by entering data on spreadsheets and maintaining the correct dates/ readings for tenant openings/ closures;
  • Complete and submit the monthly occupancy report for the property;
  • Assist with the tracking, creation, and execution of storage leases;
  • Regular tracking and updating of tenant restrictions and exclusives as noted in their Lease;
  • Coordinate store opening and closing for permanent tenants;
  • Ensure sound coverage of front office during opening hours;
  • Other duties include organizing and overseeing tenant events, office events; maintaining holiday schedules of office staff, and various other duties and tasks as assigned.

Key requirements

  • Minimum Grade 12 diploma or equivalent;
  • Must possess a minimum of 2-4 years administrative experience;
  • Administrative diploma or certificate would be an asset;
  • Highly proficient in Microsoft Office applications with advanced level Word, Excel and intermediate level Power Point;
  • Excellent communication skills, including listening, probing and finding out as much information as possible via phone, email or in person;
  • Ability to delegate and work effectively with on site maintenance staff, Security and other staff members;
  • Must be a team player who is flexible and adaptable to a constantly changing, work under pressure in a fast-paced environment;
  • Must be able to take initiative and work independently;
  • Excellent interpersonal, organizational and communications skills are a must;
  • Strong customer service orientation is required;
  • Experience with JDEdwards is an asset;
  • Knowledge of JUICE and TIPS (in-house programs) are an asset.

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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