Administrator - Bayshore Mall

Cushman & Wakefield•Ottawa, ON

40d•Onsite

About The Position

The Administrative Assistant is responsible for assisting in all areas defined as a part of the Administrative Assistant job description. The Administrative Assistant will ensure a high level of professionalism and foster positive relationships with tenants, clients and staff.

Requirements

Customer Service Focus
Organization skills
Time Management skills
Communication Proficiency (oral and written)
Initiative
Multi-Tasking
Sense of Urgency
Post secondary diploma or certification or equivalent
Minimum of 3 years administrative work experience, preferably in commercial property management, and supporting multiple staff
Proficiency in Microsoft Office Suite (Excel, Outlook, Word etc)
Demonstrates initiative and reflects a sense of urgency in daily duties by meeting or improving upon deadlines
Be self-motivated, diplomatic and able to prioritize multiple projects and competing priorities

Responsibilities

Provide full administrative support, including phone support, typing, reports, filing and distribution of correspondence. Coordinate office supplies in absence of a property administrator.
Assist in lease administration activities, including abstracting leases and keeping our database current
Ensure all property files are prepared and maintained in an orderly and logical manner, including leases and contracts.
Maintain and update the Tenant Contact Information list; set-up and maintain tenant files.
Ensure all office equipment is operating in an efficient manner by checking daily; liaise with companies when servicing is required
Sort and distribute internal and external mail and faxes each day for the Administration Office as well as items sent by courier; also responsible for the arrangement of the weekly courier
General clerical duties for all departments & additional duties as assigned.
Responsible for the monthly collection of retailers sales and the completion of monthly and annual percent rent billing invoices.
Update traffic reports on a weekly and monthly basis.
Manage tenant filing system, including lease files (post lease execution) ensuring property administration team is maintaining a proper filing system both electronically and for any hard copy files;
Manage internal file storage including the arrangement of the annual disposal of documents and work with the property administration team to ensure files sent to storage are properly labelled and tracked;
Organize the bi-weekly manager meetings including minute taking and distribution of minutes to the department heads;
Provide administrative services to General Manager and Property Manager as required (owners books, correspondence, process documentation etc);
Assist with the budget process, including compiling draft and final budget books;
Assist in coordination and preparation of monthly Owner reports, and reference materials for Owner meetings;
Assist with aspects of annual budgets preparation and monthly financial reports.