Job Description

We invest globally and act locally for a sustainable impact in communities
As a global real estate industry leader, our mission is to generate long-term value for our 6 million depositors in Quebec and to have a positive environmental and social impact on both the people who work for us and the businesses that call our properties home. We develop and invest in real estate assets and projects that help enhance the urban fabric of communities in the midst of renewal, and create lifestyles in tune with the changing needs of the occupants of today and tomorrow. Our vision: to invest in a way that maximizes value and sustainability as we bring human-scale developments to the world.

Ivanho\xc3\xa9 Cambridge is:

• A real estate subsidiary of Caisse de d\xc3\xa9p\xc3\xb4t et placement du Qu\xc3\xa9bec, a global investment group (cdpq.com)
• C$77 billion in assets in the office, retail, industrial, logistics and residential markets
• Strategic investments in a worldwide portfolio over 1,500 properties strong
• A diversified, multitalented team committed to creating spaces that bring people together to live, work and play
• Office environments designed to foster collaboration and creativity, rooted in a flexible, technology-enabled experience

Digitally connected, sustainable and state-of-the-art: A workspace that meets your expectations

• New work spaces that make teamwork easier than ever and spark creativity at every turn
• The flexibility and technological tools you need to take your performance to new heights
• A barista, snacks and special theme meals, employee lounges and outdoor patios, complete with therapeutic lights to keep you at the top of your game
• Tuition and professional development fees reimbursed to empower your career advancement
• Time to devote to charitable endeavours so you can leave your personal mark on the communities where we work and invest
• A stimulating, supportive and inclusive environment where your health, safety and well-being are our top priorities

Be part of the adventure:

In the performance of your duties, you will carry out various tasks related to customer service management, quality control, revenue collection, and procurement services.

Here are the responsibilities of the position:

Customer Relations:

Respond to all inquiries related to service calls (tenants, clients, call center attendants);

Support the Customer Relations Administrator in maintaining high-quality business relationships with various administrative representatives of tenants and different internal services;

Negotiate leases for storage, cell towers, etc.;

Supervise activities related to the Health Center Services (HCS) to optimize their performance;

Supervise parking-related activities to optimize their performance;

Keep common area usage regulations up to date and ensure compliance by tenants;

Coordinate complaint management and resolve any problematic situations to ensure customer satisfaction;

Collaborate with the Customer Relations Administrator in planning and controlling activities related to building maintenance, setting priorities, processes, and work methods. Inspect the building and take necessary measures to maintain the complex\'s brand image;

Participate in building emergency measures as a brigade member;

Conduct welcoming meetings and ensure the integration of new tenants (moving-in). Provide documentation and information about regulations and various services offered. Inform all relevant stakeholders;

Supervise tenant departure activities (moving-out): elevator usage, access cards, keys, parking, and ensure that premises are vacated according to lease conditions. Inform all relevant stakeholders;

Manage the Customer Relations mailbox for the Jacques-Parizeau building and the Price building and respond to all inquiries;

Handle service calls (TGR) for the Price building and distribute them to the responsible team.

Administration:

Open and close service calls in TGR on a daily basis for tenant request re-billing;

Ensure purchase orders are properly attached to TGR and sub-ledgers are accurate in each purchase order;

Verify and approve service calls in TGR on a daily basis and ensure their accuracy (billing codes, client numbers, purchase order numbers, etc.);

Maintain effective weekly follow-up on service calls not closed for more than two (2) days;

Review the preliminary report monthly for service call billing and make necessary corrections, if needed;

Ensure all supporting documents are attached to invoices;

In collaboration with the accounts receivable department, responsible for collection cases older than thirty (30) days for office and commercial cost centers. Take action and report to the Administrator and the Director on problematic cases;

Analyze ongoing purchase order reports provided by the accountant and follow up;

Generate purchase orders for miscellaneous invoices as well as contract purchase orders;

Code invoices in Basware and Concur, if needed, prepare accruals for expenses already incurred but not yet recorded;

Ensure billing for events held at the Parquet;

Monitor janitorial billing, supplier billing tracking, and client re-billing as necessary;

Daily submission of necessary documents for supplier invoice payments to the Accounting Department;

Ensure purchase orders and invoices comply with payment terms (amount, signature, status, etc.);

Assist the Property Administrator annually in preparing operating and capital budgets.

Others:

Perform any other related tasks requested by your immediate superior or necessitated by your duties.

The key to success

Diploma in Administration;

2 to 3 years of relevant experience;

Team spirit and a strong desire for continuous improvement in quality; \xe2\x80\xa2 Strong organizational and prioritization skills; Ongoing dedication to customer service;

Demonstrated ability to work in a computerized environment (Word, Excel, PowerBI);

Knowledge of One World software is an asset;

Interpersonal skills, dynamism, organization, autonomy; \xe2\x80\xa2 Strong ability to manage priorities;

Bilingualism (English/French). Oral and/or written interactions with external partners based outside of Quebec (service providers, clients, law firms, peers, bankers, brokerage firms, credit analysis firms, credit agencies, etc.).

You\xe2\x80\x99re in the right place!

Our people are the heart of our organization. Come be part of our team and enjoy the perks of a flexible schedule, remote work arrangements, and flex days in addition to annual vacation leave \xe2\x80\x94 all to help you balance your personal and work obligations, have time to get involved in your community and maintain a healthy lifestyle. You will also be entitled to a comprehensive array of healthcare benefits and take advantage of a myriad of opportunities to grow and learn.

Diversity, equity and inclusion: Our main priorities
At Ivanho\xc3\xa9 Cambridge, we are proud to champion the principles of diversity, equity and inclusion \xe2\x80\x94 which can be seen and felt in everything we do and everything we strive for. As a leading player in the global real estate ecosystem, we are committed to harnessing opportunities to create inclusive, community-centric spaces and forge a just, forward-looking future where our industry and our talent are supported and nurtured.

We firmly believe that diversity, equity and inclusion are the forces propelling innovation. In order to ensure we can have a positive impact on the communities where we live and work and where our investments are based, we are dedicated to creating a stimulating environment where everyone can aspire to and achieve excellence. Ask us about any accommodations you might require to ensure the recruiting process is a fair and equitable process for all. Note that any such accommodations will be treated with the utmost confidentiality.

Ivanhoe Cambridge