Administrative Assistant - Properties Department

Core Responsibilities and Duties

Provide administrative support across departments related to property inquiries and data.
Communication: Answer phone calls, direct inquiries, and manage email correspondence professionally.
Documentation: Prepare, edit, and proofread reports, invoices, presentations, and correspondence.
Complete and submit Requests for Information (RFIs) annually for multiple properties and locations.
Upload property tax documents to internal databases and send the document to a third party for appeal processes.
Enter and monitor utility consumption data across various properties throughout the year.
Set up new users in maintenance software; provide training and troubleshooting support as needed.
Coordinate with property management to gather necessary property information for accounting purposes.
Pull maintenance ticket reports from Prolease, verify vendor payments through MT Direct, and close tickets accordingly.
Meet with team members to review maintenance tickets, ensuring work has started and tickets are being properly documented with a PO.
Create purchase order (PO) numbers for maintenance requests when required
Ensure vendors are paid in a timely manner, especially when escalations or complaints arise.
Update Prolease database with newly purchased or leased properties.
Perform additional tasks as assigned by the Corporate Facilities Manager and provide flexible support as needed.

Required Skills and Qualifications

Proficiency in Software: Strong skills in Google Office Suite (Docs, Sheets, Slides) and office equipment.
Communication Skills: Excellent verbal and written communication skills.
Organizational Skills: Exceptional organizational and time-management skills to handle multiple tasks.
Experience: Previous experience as an administrative assistant, receptionist, or secretary preferred.
Education: A high school diploma is typically required, with post-secondary training considered an asset.