Administrative Assistant

helisis - Montréal, QC (30+ days ago)

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Helisis is an investment fund based in Montreal, Canada. The Company’s portfolio is diverse and consists of real estate, start-ups and various other businesses. The fund manages around 100 million dollars’ worth of assets and has shown tremendous growth over the years. The team is small (5-10 employees) dynamic, technology-driven and experienced. The core investors behind the fund is a family. A few family members are active in the fund’s management.

We’re seeking a professional, dynamic, dedicated and experienced Executive Assistant for the entire team, including the President, in Montreal, for all our operations.

Task description administrative assistant

- Being the first line of contact with tenants for our residential and commercial buildings (around 300 tenants)

- Answering the company’s phone, organizing requests and dispatching the tasks to our team members. Coordinating with clients and team members

- Managing the company’s general email box. Replying to emails in French and English

- Understand, write and approve leases (commercial and residential)

- Managing and organizing virtual and physical filing systems

- Coordinating and monitoring various jobs: Repairs, renovations, rental activities. Being the communication channel between the tenants and our team in charge of doing repairs, our maintenance team, our renovation staff, our rental team, our staging agents. Most of this job is done online via 2 apps: SLACK and ASANA

- Write and post cheques (manual)

- Deposit checks (online – BMO app)

- Collect and organize bills (online – google sheets and Hubdoc app)

- Update our rent collection documents (google sheets) and follow-up on unpaid rent

- Communicate with tenants who are unable to pay rent and try to find a solution

- Managing the lease renewals and rent increase

- Open and monitor files at la régie du logement

- Provide administrative support to team members for various circumstantial jobs

Job Types: Full-time, Permanent

Salary: $42,000.00 to $53,000.00 /year

Benefits:

  • Casual Dress
  • Flexible Schedule
  • On-site Gym
  • On-site Parking

Administrative Duties:

  • Scheduling
  • Stocking supplies
  • Sorting and sending mail
  • Answering and routing phone calls

Work remotely:

  • No