Job Description

Under the supervision of the Property Manager, the incumbent provides administrative and technical support for all areas of the department\xe2\x80\x99s management team. The incumbent will:

Provide administrative support for Property Service activities

• Follow up on documents and invoices issued for various requests (purchase requisitions, purchase orders, contract release orders, etc.) for multiple suppliers.
• Write and compile various reports, presentations, meeting minutes, memos and correspondence, conduct language revision, format documents and coordinate the translation of documents (letters, memos, leases, agreements, and correspondence).
• Ensure compliance of documents (approval requests, capital projects, leases, agreements, etc.) and make sure they get signed and approved.
• Ensure compliance with all administrative steps and follow up on property appraisal, property management and non-compliance reports.
• Participate in drafting various departmental presentations to internal (Executive Committee, etc.) and external stakeholders (clients, partners, etc.).
• Prepare and send information to tenants.
• Collaborate with the entire team to ensure efficiency of operations and the work environment.
• Assist managers in the tendering process on some contracts.

Provide general administrative support

• Answer telephone calls and requests for general information, and forward them to the persons concerned and/or provide the information requested to internal and external customers.
• Welcome visitors to the department.
• Perform mail processing and follow up.
• Filing documents and maintaining the filing system and/or databases. Ensure that the established structure of the service for the management of integrated documents is respected and centralized by the members of the team and to ensure compliance.
• Follow up on service billing.
• Ensure the administrative follow-up of the meetings.
• Coordinate the agenda of the manager(s), as needed.
• Ensure the administrative follow-up of travel or any other event of the service; prepare travel authorizations, reservations and expense allowances for the manager(s).
• Carry out the administrative follow-up of time sheets with team members.
• Conduct inventory checks of office supplies and place orders as needed

Provide general administrative support

• Respond to and direct telephone calls and general inquiries to the appropriate individuals and/or provide requested information to internal and external clients.
• Welcome visitors to the department.
• Process and follow up on mail.
• File documents and update the filing system and/or databases. Ensures that the department\xe2\x80\x99s established structure for integrated document management is respected and prioritized by team members, and ensure compliance.
• Track billing for the department.
• Conduct administrative follow-up on meetings.
• Coordinate the manager\xe2\x80\x99s schedule, as needed.
• Carry out administrative follow-up on travel or other department events; prepare travel authorizations, reservations and expense allowances for the manager(s).
• Conduct administrative follow-up on team members\xe2\x80\x99 timesheets.

• Complete inventory checks on office supplies and place orders as required

Qualifications

• Diploma of college studies (DEC) in building systems technique or professional studies (DEP) with specialization in administrative techniques or a related discipline.
• University diploma in real estate and urban management or urban studies, an asset.
• Three (3) to five (5) years\xe2\x80\x99 related experience.
• Bilingual (French and English).
• Proficiency in Microsoft Office Suite.
• Excellent command of French and English, both written and spoken.
• Knowledge of the SAP system and its core components, an asset.
• Basic knowledge of blueprint reading.
• General knowledge of building standards (RBQ), an asset.
• General knowledge of CNESST standards, an asset.
• Experience in customer service (internal and external customers)
• Sense of tact and diplomacy.
• Strong capacity for teamwork.
• Good judgment.

Administration Portuaire de Montr\xc3\xa9al