Office Services Assistant

QuadReal Property Group•Mississauga, ON

About The Position

QuadReal Property Group is a global real estate investment, development and operating company headquartered in Vancouver, British Columbia. Its assets under management are $98.5 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities globally for investments in equity and debt in both the public and private markets. QuadReal invests directly through operating platforms in which it holds an ownership interest and via programmatic partnerships. QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come. QuadReal: Excellence lives here. www.quadreal.com Role Description: Reporting into the Regional Office Manager, East, the Office Services Coordinator role provides a wide range of administrative duties to support QuadReal Property Group offices. This role is well-suited to someone who is highly service-oriented, resourceful, innovative, and a positive team player with exceptional organization skills.

Requirements

Two years’ related administrative experience.
Excellent oral and written communication skills.
Ability to work independently and as part of a team; ability develop/sustain cooperative working relationships with clients, tenants and internal staff.
Ability to allocate time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands, competing priorities and adapt to new ideas and constant changes.
Knowledge of Microsoft Word, Power Point and Excel; advanced proficiency in spelling, punctuation, and grammar.

Responsibilities

As the first person of contact for all guests, visitors and employees, you will act as the brand ambassador of QuadReal, promoting values and service excellence in all activities and duties.
Develop and sustain effective Office Services procedures while fostering positive working relations.
Handle customer & tenant complaints and inquiries while following company guidelines, procedures, and policies.
Ensure information is forwarded to the applicable Manager/s for any required follow-up.
Assist with maintaining appearance of the boardroom(s), kitchen (s) and common areas.
Assist with setup of corporate training sessions, Board meetings, and events, including catering, room reservation, printing, and acting as the main point of contact.
Work with Property Management to provide pass cards, elevator bookings, work permits, and various access as needed.
Reception coverage during lunch, break periods, sick and vacation days.
Assist with the ordering of all office supplies.
Ensure that all office equipment is in proper working order, arrange immediate repair/servicing of any malfunctioning equipment.
Ensure all meeting rooms are properly equipped with stationery and up-to-date resources/information (telephone lists and IT guides) and that the rooms are kept in a tidy and professional condition.
Assist with all health and safety activities including training, checklists, and maintaining health and safety standards.
Process all Invoices in a timely accurate manor using Yardi platform.
Assist in creating, updating, reporting, and maintaining floor plans and seating arrangements for the office.
Participating and contributing to regular Office Services all hands meetings.
Be an effective resource and flexible in adjusting to changing work priorities.
Assist in organizing and executing inclusive office socials and events.
Other administrative responsibilities as required.