Administrative Assistant

Manulife - Montréal, QC (12 months ago)

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Are you looking for unlimited opportunities to develop and succeed? With work that challenges and makes a difference, within a flexible and supportive environment, we can help our customers achieve their dreams and aspirations.

Job Description

Is it possible to find a career you love with a global organization that supports your continued growth and success? ABSOLUTELY!!

Here are a few reasons why you should:
Unlimited opportunity for growth and development here in downtown Montreal!
Leaders who are invested in your success
A diverse and inclusive work environment
Emphasis on work/life balance, employee recognition and community involvement
A company who believes the best customer is a satisfied customer
Consider joining our team as an Administrative Assistant for the Real Estate Services - Montreal Branch.

The primary duties of the successful candidate would be as follows:

Promptly answering all incoming calls and greeting visitors
Providing secretarial services and performing other administrative tasks related to the operation and rental of properties in Montreal, including keeping up-to-date records of tenants for each building
Managing service requests in our inbox
Managing internal and external mail to ensure that documents are directed to the correct resource people
Using and managing all features in the Building Engines software
Issuing purchase orders and follow up, as needed
Drafting letters to tenants, suppliers, etc. (including translation)
Keeping the database of tenants’ insurance certificates up to date
Managing access cards to the Centre Manuvie building
Managing parking spaces for the Centre Manuvie building
Participating in the request for proposals process
Planning an annual fire drill for each building (census of occupants)
Overseeing service calls for all buildings; using Building Engines to manage and coordinate these calls
Preparing presentation materials and mailings to brokers for rental, as needed
Helping to prepare for various events (blood drives, decorating buildings, gifts to tenants, gifts to brokers, etc.)
Ensuring that meeting rooms and videoconferencing equipment are operational at all times
Ordering and tracking office supplies, including coffee, milk, etc.
Ensuring our equipment (photocopiers, phones, etc.) is in working order and calling for service in case of failure or breakdown, as needed
Overseeing meeting room reservations at Centre Manuvie
Managing Captivate screens in elevators, as needed

Required skills:
Proficiency in French and English both, spoken and written
Ability to take the initiative and work with minimal supervision, good judgement in problem solving
Excellent customer service skills
Strong organizational skills, ability to manage priorities and to work under pressure
Pride in a job well done
Desire to contribute to the team’s success
Proficiency in MS Office Word and Excel; knowledge of Building Engines, an asset

Education, training and experience:
Diploma in office administration or equivalent
Minimum three to five years’ experience in the property management field

What we offer:
Competitive base salary and annual performance bonus
Paid Training starting on Day 1 in classroom setting with practical hands on training along with your colleagues.
Comprehensive benefits package from Day 1
3 weeks paid vacation along with 3 paid personal days and 5 paid sick days
Great location accessible to all transit options ~ an ideal location makes it effortless on your daily commute
Online learning programs driven to focus your career development at your own pace
Career growth and leadership support to achieve your goals

If you are ready to unleash your potential, it’s time to start your career with Manulife/John Hancock.

About Manulife
Manulife Financial Corporation is a leading international financial services group that helps people make their decisions easier and lives better. We operate primarily as John Hancock in the United States and Manulife elsewhere. We provide financial advice, insurance, as well as wealth and asset management solutions for individuals, groups and institutions. At the end of 2018, we had more than 34,000 employees, over 82,000 agents, and thousands of distribution partners, serving almost 28 million customers. As of December 31, 2018, we had over $1.1 trillion (US$794 billion) in assets under management and administration, and in the previous 12 months we made $29.0 billion in payments to our customers.

Our principal operations in Asia, Canada and the United States are where we have served customers for more than 100 years. With our global headquarters in Toronto, Canada, we trade as 'MFC' on the Toronto, New York, and the Philippine stock exchanges and under '945' in Hong Kong.

Manulife is committed to supporting a culture of diversity and accessibility across the organization. It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will consult with applicants contacted to participate at any stage of the recruitment process who request an accommodation. Information received regarding the accommodation needs of applicants will be addressed confidentially.