Job Description

Capital Projects Administrator
(18 month contract)
Commercial Real Estate
Montreal, QCTHE COMPANY & ROLE
Our client is Canada\'s leading providers of Industrial Real Estate properties. Reporting to the Manager, Capital Projects, the successful candidate will work closely with both departments to ensure continued departmental and corporate success. The Capital Projects Administrator is responsible for the day-to-day administrative tasks required to support the activities of the Capital Projects team. This position works across a wide variety of functional areas and teams including departmental leads, external advisors, consultants, vendors and other third parties to ensure successful tracking, reporting and execution.
The successful candidate will have excellent problem-solving, task management, organizational, communication and facilitation skills. They should also be passionate, committed, and have strong attention to detail while at the same time being coachable and open to new methods. They should have a demonstrated track record of administrative experience in a high-functioning, fast-paced environment.WHAT YOUR DAY LOOKS LIKE

• Handle general professional administration of a highly confidential and sensitive nature across multiple cities.
• Regularly coordinate meetings and conference (audio & video) calls.
• Complete and process expense reports, professional registrations and any other delegated processes.
• Create all new vendor setups.
• Document production, including the creation of presentations, proposals, and other documents.
• Responsible for creating, reviewing and obtaining approval on monthly accruals and cash forecasting.
• Responsible for creating project files in Yardi Job Cost, including initial input of project details, budget, any associated contracts, and potential budget adjustments and creation of change orders, along with generating project reports from Job Cost, as required.
• Lead the Purchase Order process from creation through approval and distribution to vendors ensuring it is accurate and done in a timely manner.
• Lead the monthly invoicing process, ensuring invoices are received, distributed, reviewed, coded, entered and processed with high accuracy and urgency.
• Responsible for weekly and bi-weekly meeting minutes.
• Coordinate required signatures and approvals of permit forms and other applications or agreements.
• Maintain and update department-level templates and databases.
• Organize travel itineraries and arrangements as needed.
• Support the team\'s budgeting of supplies and expenses on a quarterly basis.
• Screen, and where necessary, act upon, all email communications (both internal & external)
• Calendar management

WHAT\'S REQUIRED

• The ideal candidate possesses at least 2-3 years of related experience and a proven track record in project management, property management, or construction environments.
• Extensive experience with PO\'s, capital expenditure, invoice processing, accruals and Yardi
• Familiarity with Yardi Job Cost is an asset.
• Excellent interpersonal, oral, and written skills to with the ability to liaise with all levels within the organization to work effectively with specialists across multiple sectors.
• Ability to cover teams of multiple professionals and manage multiple priorities with competing timelines.

WHAT TO DO NOW
If you believe this position could be the perfect fit please submit your resume below. We thank all applicants, however, only those who meet the requirements of the position above will be contacted.TSSHPApply BelowTalentSphere Staffing Solutions Inc.www.talentsphere.ca Job# 16425530

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