Job Description

Are you an experienced administrative professional looking for your next challenge? Are you interested in the field of property management? Do you want to work for a highly reputable company who manages premium buildings in the heart of downtown Montreal? If so, this could be the role for you!Our client, one of the largest landlords of first class properties is looking for a dynamic and versatile Administrative Assistant!Advantages
-Permanent position, 35 hours/week
-Paid indoor parking spot
-In office position Monday-Thursday and working remotely on Fridays
-Summer half-days
-Flexible working schedule
-Competitive salary and end of year bonus
-3 weeks vacation, 6 personal days and 10 sick days
-Comprehensive insurance plan paid for by companyResponsibilities
The employee is responsible for carrying out administrative tasks related to the daily management of an office building, such as:Assist the property manager in his administrative tasksServices for tenants (general):
o Respond to tenants' requests for services (by telephone, email or Angus).
o Ensure tenant services, tasks and requests are assigned to
appropriate technicians,
o Follow up with technicians and close work orders and complete them for billing.
o Produce and send notices to tenants
o Work with the security team to manage the building access card system.
o Send tenant manuals to new tenants and coordinate onboarding.
o Update digital or printed media in the common areas of the building.PO and contracts:
o Maintain a summary of building contracts
o Creation, sending and monitoring of all purchase orders (PO).Invoices - Supplier accounts:
o Manage receipt of all invoices
o Match incoming invoices with existing purchase orders.
o Upload and process all invoices in AVID.
o Add additional documents to the invoice and purchase order (calendars, quotes, approvals, etc.).
o Ensure that invoices are processed and sent to headquarters within two weeks.Billing to tenants:
o Send, receive and process quotes approved by tenants.
o Compile all supporting documents for invoicing and ensure that the request is transferred to the property manager.
o Once the work is completed, send the final documentation (quotation, purchase order and invoice) to the accounting department.General office duties:
o Coordination of office equipment (stamp machine, printers, etc.) and all ordering stationery.
o Obtain technicians' working hours and submit monthly accounting to the property manager. Submit to head office once validated.
o Perform petty cash and expense reports; submit the compilation to
property manager for final validation before transferring it to the property accountant.
o Maintain contact details of tenants and suppliers.Insurance
o Collaborate with suppliers and head office to ensure certificates
insurance are compliant.Parking (if applicable):
o Track and control parking requests and monthly payments.
o Enable and disable access cardsQualifications
- Be fluently bilingual, both written and oral, considering that the candidate shall need to be able to communicate with clients from the U.S.A, Europe and other regions;
- Hold a Diploma of Collegial Studies (DEC - administration); or hold a Diploma of Vocational Studies (DEP - secretarial) and two (2) years of relevant experience;
- Knowledge of the Microsoft Windows operating system and Office software's including Word and Excel;
- Knowledge of Adobe (to manage PDFs);
- Knowledge of the Angus software is an asset.
- Knowledge of the Avid software is an asset.
- Very comfortable with computer software systemsSummary
Interested in this position?Send us an email anytime at dorine.sportouch@randstad.caIf you know anyone interested in administrative support positions, please feel free to provide them with our contact information. We will be happy to help them!For more information on this and all other positions currently available, visit www.randstad.ca.We look forward to receiving your resume!All resumes received will be considered equally.Only selected candidates will be contacted.Randstad Canada, 525 Viger Avenue West, Suite 501, Montreal, Quebec H2Z 0B3Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.

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