Administrative Assistant /Receptionist

BentallGreenOak - Scarborough, ON (30+ days ago)

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Eglinton Square Shopping Centre

Toronto, ON

Who We Are: BentallGreenOak is a leading, global real estate investment management advisor and a globally-recognized provider of real estate services. BentallGreenOak has offices in 22 cities across nine countries and three continents with deep, local knowledge, experience, and extensive networks in the regions where we invest and manage real estate assets on behalf of our clients. BentallGreenOak is part of the SLC Management institutional asset management business of Sun Life Financial Inc. For more information, please visit www.bentallgreenoak.com.

BentallGreenOak promotes a corporate culture that attracts and retains the highest caliber people. We encourage opportunities for growth, development and promotion by providing our employees with the resources to work effectively and continually strive to perform better. We are committed to a safe and sustainable work environment.

The opportunity: The Administrative Assistant / Receptionist will report to the General Manager and provide support to all site employees while also ensuring that our visitors, vendors and key partners have a great experience with BentallGreenOak.

This role will be particularly appealing to you if you thrive on helping others and are extremely organized. You will be the voice and the face to the BentallGreenOak's brand and you appreciate the importance of a professional presentation and communication with tenants and patrons to the Centre.

What you will do:
Receptionist/Office Management:
Prepare and track an office expense budget and office equipment contracts.
Cheerfully, politely and professionally greet and communicate with all visitors to the office and develop positive working relations with tenants and internal and external contacts.
Assist in preparation of letters and memos to tenants, customers, suppliers and others.
Ensure as needed the property management office reception/customer call center and respond to complaints from customers, tenants and requests, observing the guidelines/procedures/policies of the company
Maintain professional appearance of the front reception area of the office, meeting rooms and boardrooms.
Ensure that an adequate level of office supplies is maintained at all times.
Ensure all office equipment is in proper working order, and arrange for repair/servicing of any malfunctioning equipment as required.
Maintain computer data tapes in coordination with corporate IT requirements.

Administrative Assistant:
Process invoices using Perceptive payable module and ensure all invoices are processed within prescribed timelines, are properly coded, and using current budget and accounting guidelines.
Compile and maintain database to track utility accounts for house accounts and vacant units.
Assist in maintaining various property databases (Tenant Contact, Utility usage, and Building Systems, etc.).
Assist in collection of Tenant Insurance certificates.
Prepare Vendor setups using Perceptive Experience.
Maintenance of all electronic and paper property files (Tenant, Administration, and Project).
Maintain service contracts and capital project contracts as required.
Track project specific capital expenses and prepare cost reconciliations for future reference.
Update property information on Intranet.
Provide backup to Property Administrator during absences.

Who you are:
High School diploma supplemented with post-secondary courses
1 – 2 years related experience
Experience in real estate operations and accounting a definite asset.
Relationship Skills - The successful candidate will be a friendly, outgoing people person with a service oriented attitude and have the ability to communicate effectively and professionally, both verbally and in writing; ability to develop and sustain cooperative, positive working relationships with a variety of people.
Organizational/Multi-Task Skills - Ability to allocate one’s time effectively, work under pressure and manage deadlines; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes; punctual, detail-oriented and accurate
Computer Skills – Intermediate to Advanced skills in Word and Excel; strong typing skills.

Reasonable accommodation at any time throughout the hiring process is available through BentallGreenOak's Human Resources department for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please email us at accessibility@bentallgreenoak.com and include: Job posting #, your name and your preferred method of contact.