Job Description

OVERVIEW

The role of the Administrative Coordinator is to ensure the quality of information and documents submitted, to master various project management components, and provide administrative support to the Avison Young project management team.

This involves defining and applying a documentation methodology, budget tracking and data entry (invoices, purchase orders, change notices, etc.), producing the documents required for the various calls for tenders, reviewing the documentation sent to the client, and managing the planning of deadlines for each of the projects underway.

The person in this position ensures the quality of the documents produced, both in terms of content and container; this implies a very high level of rigor and meticulousness in the work method (design, correction, revision, proofreading, etc.). The role requires interpersonal skills to communicate professionally with both suppliers and clients. As a member of a team with several managers, he/she must be agile and able to work as part of a team.

RESPONSIBILITIES

-Monitoring of the file documentation system in the Avison Young Project Management sharing site;
-Perform preliminary analysis and data entry of purchase orders, invoices, change notices in the project tracking platform (Smartsheet and A\xc3\xafdi), etc;
-Participate in the drafting of various calls for tenders (designers, architects, engineers, general contractors, etc.) and manage the production schedule in collaboration with the directors and project managers;
-Proactively manage various project related items with collaborators and keep the internal team informed of updates to changes and modifications to timelines on a weekly basis;
-Prepare project progress reports as required;
-Assist directors and project managers;
-Demonstrate proficiency in the use and application of project management technology tools;
-Perform monthly billing to customers and follow up on accounts receivable;
-Administrative support tasks (expense accounts, drafting of minutes, development of presentations,
service offers, revision of documents including layout, etc.);
-Comply with all Avison Young policies and procedures, including, but not limited to, the Code of Ethics
and Business Practices;
-Other related tasks.

Requirements

• Essential - Minimum of 3 years of relevant work experience
• Important - Bilingualism required both orally and in writing
• Essential - Mastery of budget preparation and follow-up

Knowledge and abilities

• Important - Proficiency in the Office suite (MS Project)
• Important - Detail oriented, diligent and analytical skills
• Important - Ability to act independently and use time wisely
• Asset - Knowledge of the field of construction

Avison Young

Be at the forefront of commercial real estate Avison Young creates economic, social and environmental value as a global real estate advisor, powered by people. At Avison Young, we believe in creating positive impact wherever we go. There is...

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