Office Administration & Operations Manager

March 14 2019
Industries Recruitment, Employment services
Categories Administrative, Clerical, Office manager
Montreal, QC

Office Administration & Operations Manager

Artemis goes hunting! We are currently looking for an Office Administration & Operations Manager for one of our clients located in the West Island. This role is a permanent role with a lot of stability in a family owned commercial real estate company.

To be successful in this role you need to be someone who’s comfortable being outside the main spotlight and can roll up their sleeves to get stuff done.

MAIN RESPONSIBILITIES:

OPERATIONS:

  • Oversee daily operations of the company
  • Communicate and coordinate with third party advisors such as banks, lawyers, government agencies and auditors
  • Manage litigation matters with external counsel
  • Manage the process of new loans and continuous disclosure obligations to lenders
  • Manage the taxation valuations and vacancy rebates of the portfolio with appropriate consultants
  • Prepare and manage the insurance requirements for the portfolio
  • Conduct due diligence on building or land purchases, prepare purchase documents and oversee property acquisitions and carry out all relevant closing duties
  • Gather data, prepare & review analytics
  • Prepare reports for CEO and Vice President in all matters of importance
  • Identify bottlenecks, recognize opportunities for process improvement

ACCOUNTING:

  • Oversee the accounting team (property accountant & accounts payable) and full cycle of accounting to ensure accurate reporting, interpretation and analysis of financial results
  • Oversee the year-end closing and audit process with external auditors
  • Prepare and review all financial reports and statements prior to release of draft financials to auditors
  • Provide information and reports to management as directed for the benefit of lenders, investors and others as required
  • Oversee quarterly financial statement preparation for shareholders
  • Conduct financial analysis for special projects
  • Prepare and monitor budgets and reports for construction projects and various investments and oversee final accounting for these
  • Prepare yearly forecasted cash flows by property
  • Oversee and monitor expense controls
  • Oversee CAM reconciliations and monitor billing of the CAM (estimates and final accounting) and work with property managers to resolve collection issues
  • Assess variances in revenue and spending, research any discrepancies that occur and compare to previous years

OFFICE ADMINISTRATION:

  • Manage day-to-day administrative activities in the office
  • Responsible for initial onboarding of new employees
  • Coordinate interviewing, orientation and new scheduling of employees
  • Assist with performance evaluations
  • Serve as the primary contact for employee queries
  • Prepare and submit payroll through Desjardins Payroll system
  • Implement organization of office files, data and records
  • Implement computerization of office (Yardi)

REQUIREMENTS:

  • Minimum of 7 years of relevant experience in commercial real estate (retail)
  • Strong accounting skills
  • Excellent organization and time management skills
  • A high degree of professionalism, and proven supervisory skills
  • Ability to judge solutions and identify issues and provide solutions
  • Exercise good judgement, build trust with senior management, embrace change, drive results and execute with a commitment to high quality
  • Ability to handle confidential information and sensitive issues
  • Ability to engage in cross-departmental collaboration with property management, lease administration and accounting
  • Strong work ethic and be a self-starter
  • Strong initiative, resourcefulness and multitasking skills
  • Strong computer skills including Excel and MS Office
  • Strong communication skills, both verbal and written in French and English
  • Ability to work independently and equally well in a team
  • Knowledge of Yardi an asset
Apply now!

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