Job Expired
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This posting has expired and applications are no longer being received and this job does not show up on the main job list.
| Location: | London, Ontario |
| Date Posted: | Feb 08, 2016 |
| Experience: | 3 Years |
| Education: | College Diploma (2 years) |
Job Description
POSITION: ADMINISTRATIVE ASSISTANT
(Reports to Senior Property Manager)
RESPONSIBILITIES:
FRONTLINE OFFICE:
- Responsible for greeting visitors, front line tenant and customer satisfaction
- Ascertain nature of incoming calls and inquiries including obtaining information from various sources and resolves or re-directs calls as necessary
- Opens mail and reads incoming correspondence to ascertain nature; locates and attaches background material identifying urgent items
- Coordinates all couriers and owner office deliveries
- Provides back-up support to all staff during peak times or during vacations or other absences
- Directs all leasing enquiries to the appropriate person
MANAGEMENT SUPPORT-DAILY – MONTHLY:
- Provides support and assistance to Senior Property Manager, Building Operations Manager and other personnel utilizing a team approach to ensure goals are met
- Management report – assist various departments with compiling of monthly management report where necessary
- Co-ordinate all Community bookings & temp for profit; prepare license agreements, billing/invoicing and collecting insurance documentation, notifying Security prior to start date
- Ensures Lease files are maintained at all times
- Track Leasing documents and coordinate distribution and signatures to their final destination
- Track Lease Abstracts and ensure that they are approved by the proper signatories
- Maintain bi-weekly payroll information and submit to payroll
- Track vacation for Office Staff and Building Operators
- Schedules Tenant move-ins and move-outs with operations and maintenance staff
- Maintains the Procedures Manual, ensuring that old procedures are removed as revised procedures added.
- Ensure all phones, copiers, printers and internet are working correctly
- Order office supplies as needed
- Assist Property Manager with expense reports
OPERATIONS SUPPORT-DAILY – MONTHLY
- Maintains HVAC Maintenance Repair log with Operations Manager
- Maintains Sump Pump log and inventory, operation and all repairs made
- Maintains Security Logs ensuring that the reports are signed off daily and filed accurately
- Assists with Angus onsite W/O & Preventative Maintenance data base
- Maintains master listing of utility account numbers
- Maintains in conjunction with Security up to date lists of emergency contact names and numbers
- Maintains all long term Operational Contracts in a contract binder along with Insurance and WSIB Clearance Certificates. Flags Contract end dates
- Assist with Contractor correspondence
- Responsible for supplier credit application requests/approvals
INSURANCE-DAILY – MONTHLY:
- Maintaining contractor insurance reports, issuing updated report to the manager biweekly. Also ensure that security has preserved CCTV footage of incidences
- Obtain expiring insurance certificates from retail tenants and contractors
- Maintain monthly log of all active claims & funds disbursed to date
PURCHASE ORDERS -DAILY – MONTHLY:
- Maintain PO Numerical Control Log for building and assign PO#s as required
- Complete Purchase Orders (electronic) for signature
- Enter Purchase Order and Maintenance Work Orders on Commitment Control Log (Regular or Contract)
Marketing
- Prepare Tenant welcome package
- Assist with Tenant newsletter
- Assist supplying info to agency for social media mediums
- Assist with planning, execution and follow-up for all special events and annual receptions. (may require evening & weekend work)
- Assist with annual marketing plan & budget development
- Assist with developing relationships with employee groups within the center
- Once building drawings have been completed in CAD, on a go forward basis assist leasing team with adjusting floor plans to suit possible tenancy using CAD
Other Duties as Assigned
Please Note job descriptions are subject to change as Avison evolves, as such position responsibilities may change accordingly from time to time.
Application Contact Information
| Company Name: | Avison Young Property Managment (Ontario) Inc |
| Contact Name: | Bonnie Wludyka - Senior Property Manager |
| Email Address: | bonnie.wludyka@avisonyoung.com |
