Administrative Assistant

Account Payables Function

Back up to the Property Operations Assistant for sick/vacation relief.

1. Perform day-to-day activities to prepare Invoice Register Templates.
2. Liaison between AP Clerk and Supervisors/Managers to ensure that invoices submission are sent to invoice@morguard.com. Reviewing weekly inquiries from AP Clerk to resolve issues. Communicate with PO initiator of issues and assist if required. Correct any discrepancies with IR templates.
3. Prepare PO for the Operations Team.
   • Maintain on a regular basis the Asbestos Management Manual

Administrative functions

• Update Lease Fact Sheets for all properties for ICSC
• Prepare MMR by updating commentaries on various section (such as Fact Sheet, Leasing Section). Upload tabs for AR, Job Cost & Sales.
• Ensure that sales reports, MMR are upload in Ipad folder & Business Plan folder.
• Back up receptionist (include general office duties such answering telephones, greet visitors, incoming/outgoing mail/courier).
• Assist employees (liaison) with IT issues.
• Assist in preparing meeting for employees or other.
• Assist Retail Manager with any General Ledge reconciliation on Operations Budget.
• Assist Retail Manager with general administrative duties.

Tenant Relation

• Data entry in IntelAgree as directed by Retail Manager for rent abatement, assignments, etc..
• Assist Retail Manager with any tenant relations function including adherence of tenant's lease obligation within establishing property rules and regulations and resolution of tenant issues of low to moderate complexity.
• Tracking any leasing activities, new deals, renewals, rental abatement etc.
• Record and prepare Notice of Occupancy (possession, opening and closures)
• Ensure that appropriate utilities readings are taken and record on Notice of Occupancy.
• Notify Utility companies of any new arrivals/departures.
• Updates on a regular basis the Tenant Information Package for all properties.
• Prepare welcome letter for new tenants & order flowers.

Account Receivables

• Back-up to the Account Administrator to do deposits and post batches.

Reception

• Back-up to cover reception area.
  • Answer and direct all incoming telephone calls for the Administration Office.
  • Greet visitors coming to the Administration Office.
  • Act as communication liaison between centre employees (security, cleaning, maintenance, HVAC and Administration) and third parties such as customers, calls, tenants, etc... by using the two-way radio communication system.
  • Open and direct incoming and outgoing mail (via regular mail/courier).
  • Other related duties as assigned.

SKILLS & QUALIFICATIONS:

The successful applicant will have a minimum of three (3) years administrative experience. Candidate must have advanced computer skills including Microsoft Word and Excel. Bilingual (French/English) would be an asset.

CORE COMPETENCIES:

• Strong organizational skills
• Ability to handle confidential information
• Strong analytical skills
• Excellent communication skills (both written and verbal).
• Knowledge of Yardi is an asset.
• Attention to detail
• Ability to work independently
• Ability to adapt to changing plans and priorities