Senior Administrative Assistant

Job Title

Senior Administrative Assistant

Job Description Summary

Working in a fast paced team environment; assisting with the day to day administration and operations of a retail/office portfolio in excess of 2.4 million sq. ft. Administrative duties include general office administration, client and tenant relations, preparation and distribution of tenant correspondence, legal documentation and internal and owner reporting.

Job Description

KEY RESPONSIBILITIES:

• Preparation, distribution and administration of ancillary legal documents such as CCDC’s, service agreements, agreements to perform work, parking agreements, and temporary license agreements;
•  Maintain workflow of Major Expenditure Authorization process including preparation of agreements, document tracking, uploading completed documents to SharePoint;
• Administration and managing all storage areas in the complex
  • Follow up with Tenants on renewals
  • Setting up new tenants
  • Preparation and distribution of the lease documents
  • Periodic inspection of storage areas to ensure accuracy on roster and floor plans

•  Coordination and management of tenant parking including maintaining a schedule of tenant parking requirements, coordination of new parker setups with 3rd party parking manager,  and organization of monthly parker tracking sheets;
  • Coordination and management of bike cage rentals;
  • Coordination and management of tenant fitness center (includes liaising with fitness centre management staff and communicating any challenges or directives between Property Managers and fitness centre staff;

• Request and review tenant/contractor insurance certificates to ensure compliance with lease/company policies and enter certificate information into Angus.  Track outstanding insurance through Angus and correspond with tenants on any outstanding documentation;

• Manage tenant filing system, including lease files (post lease execution) ensuring property administration team is maintaining a proper filing system both electronically and for any hard copy files;
• Manage internal file storage unit including the arrangement of the annual disposal of documents and work with the property administration team to ensure files sent up to storage are properly labelled and tracked;

• Organize the bi-weekly manager meetings including minute taking and distribution of minutes to the department heads;
• Provide administrative services to Property Managers as required (owners books, correspondence, process documentation etc);
• Assist with the budget process, including compiling draft and final budget books;
• Assist in coordination and preparation of monthly Owner reports, and reference materials for Owner meetings;
• Additional duties as assigned

Qualifications

The successful candidate will possess:

• Post secondary diploma or certification or equivalent
• Strong proficiency with Microsoft Office (Word, Excel, PowerPoint & Adobe)
• Minimum of 5 years administrative work experience, preferably in commercial property management, and supporting multiple staff
• Basic bookkeeping and record keeping skills
• Well developed time management and organization skills
• Excellent verbal and written communication and interpersonal skills
• Be self-motivated, diplomatic and able to prioritize multiple projects and competing priorities
• Customer service oriented
• Must provide clear criminal clearance certificate
• Strong attention to detail

The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.

The company will not pay less than minimum wage for this role.

The compensation for the position is: $ 63,750.00 - $75,000.00

Cushman & Wakefield is committed to equity in employment and our goal is to have a diverse, inclusive, and barrier-free workplace. If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to [email protected]. Please refer to the job title and job location when you contact us.

Cushman & Wakefield s’engage à respecter l’équité en matière d’emploi. Notre objectif est d’offrir un milieu de travail diversifié, inclusif et exempt d’obstacles. Si vous êtes une personne handicapée et que vous avez besoin de recevoir l’offre d’emploi dans un autre format ou d’accéder à toute autre mesure d’adaptation au cours du processus d’embauche, veuillez soumettre votre demande par courriel à [email protected]. Veuillez mentionner le titre de poste et le lieu de travail au moment de communiquer avec nous.INCO: “Cushman & Wakefield”