Assistant, Client Relations

August 23 2019
Industries Real Estate
Categories Administrative, Clerical, Administrative assistant
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.

Vertically integrated in Canada, 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$65 billion in real estate assets as at December 31, 2018 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 : Centre de commerce Mondial - Bureau

Position type : 2-year contract

Specific accountabilities

The incumbent is responsible for all the property's administrative tasks and provides support to the Property Administration, Client Relations.

Administration

  • Greet visitors and ensure that the reception area and rooms are always perfectly clean;
  • Carry out general administrative support work – writing, translation, correspondence, tenant notices, billing, and electronic and paper filing – following the established procedures and standards;
  • Keep the conference room schedule updated and ensure that technical and other specifications are met;
  • Obtain current insurance certificates from tenants and suppliers;
  • Record merchants' monthly sales;
  • Manage the petty cash and company credit card and prepare reports as directed;
  • Ensure that the administrative office runs smoothly and order office supplies, ink cartridges, paper, milk, flowers for the information kiosk, etc., as needed.

Client relations

  • Ensure that the various contact lists, interactive kiosks, office directories and the website are kept up to date;
  • Contribute to marketing activities for the property and coordinate group course registration, locker rentals and shower/changing room access;
  • Verify service calls and ensure that all the supporting documents are included before sending them to Client Services to be closed;
  • Upon receipt of the validation report, check it in comparison with the service call invoicing details and make any necessary corrections;
  • Every week, review the progress report on ongoing and completed service calls, note any irregularities and have the relevant internal departments make corrections if required;
  • Check the monthly bills from Client Services for accuracy and request corrections if needed;
  • In collaboration with the administrative office team, answer requests for bids and ensure follow-up (purchase orders, tender opening);
  • Inspect the building and take any steps necessary to improve the quality of service;
  • Follow up on daily reports and ad hoc requests; periodically ensure that compliance with janitorial contract requirements.

Supplier management

  • Create purchase orders for various invoices and contracts;
  • Ensure that purchase orders and invoices match up and forward them to the Accounting department for payment;
  • Submit account applications for new suppliers;
  • Coordinate communication between the day and night cleaning staff;
  • Perform service quality audits for the janitorial department;
  • Coordinate certain preventive maintenance tasks for the building (e.g., window cleaning, pest management, setup of holdiay/promotional displays, etc.);
  • Carry out any other related tasks requested by the immediate supervisor or required as part of the job.

Key requirements

  • College diploma (DCS) in secretarial studies or equivalent;
  • Three to four years of relevant experience;
  • Excellent written and spoken French and English;
  • Outgoing, energetic and well-organized; works independently;
  • Proficiency in Microsoft Word and Excel;
  • Strong teamwork skills and a commitment to ongoing quality improvement.

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.

Apply now!

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