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Administrative Assistant

February 11 2020
Industries Real Estate
Categories Administrative, Clerical, Administrative assistant, Secretary, Office Automation Technician
Quebec, 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 : Place Ste-Foy & Laurier Québec

Position type : Salaried

Specific accountabilities

  • Support and monitor the Director's projects and assist him in his tasks (scheduling, budgeting, action plan creation, strategic planning for the office, event reservations, team meeting planning, special projects, etc.);
  • Prepare and check expense reports in Concur;
  • Monitor the status of leasing agreements in the TIPS system;
  • Regularly update the sponsorship requests file and track accepted contributions;
  • Make sure tenant insurance certificates are current; update the Unifier system accordingly;
  • Keep photographs of tenant premises organized;
  • Regularly update relevant property information in the JUICE system and maintain a history for future reference;
  • Work with the Property Manager and Coordinator to create and distribute a tenant handbook, checking, updating and redistributing as necessary; update the digital handbook for Price Building tenants;
  • In collaboration with the Receptionist and Operations Assistant, update the tenant contact list: work with Security and other departments to verify the information, then update the central PDF file and JD Edwards system accordingly;
  • Follow up with tenants and their head offices to validate information received and create a report for the Security Department and all office team members;
  • Forward information on opening and closing procedures to the AutoCAD technician to update leasing plans;
  • Serve as an ambassador for Unifier;
  • Serve as a resource person for the STELLA system;
  • Provide backup for the Operations Assistant on the emergency notification system and footfall counters; update reports in INFODEV, Unifier and RetailNext;
  • Properly manage digital and print documents: filing, archiving, folder structures, etc.;
  • Prepare team timesheets in JD Edwards;
  • Update the vacation, birthday and milestone calendar;
  • Prepare, translate and check various documents in French and English;
  • Provide assistance to the Receptionist, stepping in as a replacement when required;
  • Train the Operations Assistant and Receptionist for the front desk;
  • Carry out other related tasks as directed.

Key requirements

  • College diploma (DCS) in secretarial studies or office automation;
  • Five or more years of experience in secretarial work or administration;
  • Methodical, detail-oriented self-starter with excellent organization and prioritization skills;
  • Outgoing team player with strong interpersonal skills;
  • Ability to perform under pressure within tight deadlines;
  • Ability to multitask and handle a variety of responsibilities in a fast-paced environment;
  • Fluency required in written and spoken French and English with strong business writing skills;
  • Proficiency in Microsoft Office suite (Word and Excel) as well as Office 365.

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.

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