Hiring Office Administrator for London Ontario Office

SUMMARY

To provide administrative support to the Property Manager / Property Administrator / Operations and Marketing in all activities with each property. A strong commitment and dedication in providing accurate and timely administrative duties. The Office Administrator should be motivated, enjoy working with people, possess high energy, attention to detail, and be able to change direction of workflow – maintain and improve the goals and objectives of the property management operations.

FUNDAMENTAL DUTIES

Accounts Payable:

• Preparing invoices from vendors to ensure that all the information appearing on them is accurate and complete. Identifying errors or discrepancies and resolve before processing
• Full completion of coding blocks
• Attention to chart of accounts and annual budget
• Communicate with accounting staff and vendors/suppliers/contractors as needed
• Assist in the monthly accruals
• Ensure that copies of invoices are done and filed in a manner that they can be easily accessible
• Ensure that payments to service providers such as – Bell, Rogers and all service utilities are handled in a timely manner and processed quickly
• Set up and monitor the contractor/vendor supplier lists
• Ensure completion of employee expense reports

Invoice Control:

• Ensure proper approval on all invoices
• Copying all original invoices and file by vendor
• Forwarding original invoices to designated accountant for payment once approved & coded
• Ensure correct GL is used, if not sure, address with the Property Manager

Vendor Queries:

• Attending to vendor queries in a timely and courteous manner
• Any adjustments on invoices or clarity on work or projects with a vendor must be addressed with Manager
• Vendor queries must be in an email form or letter for record keeping
• Ensure that vendor information is accurate (contact, phone numbers, email address etc.)
• Act as first line of contact with vendors, clients or tenants regarding billing concerns

Assist With Budgeting Process:

• Assisting the Manager with the preparation of the operating and capital budgets
• Provide information as requested by Managers

Prepare and Maintain Tenant Emergency Contact, Key Holder and Phone Lists:

• Ensure that the emergency contact list is current and accurate
• Ensure that the key holder contact list is current and accurate
• Ensure that the phone list is current and accurate
• Copy and distribute to Manager and operators

Prepare and Maintain Vendor Master List:

• Ensure that the vendor contact list is current and accurate
• Copy and distribute to Manager

Prepare and Maintain Staff Directory List:

• Ensure that the staff contact list is current and accurate
• Copy and distribute to Manager and staff

Enter, Create and Review Purchase Order:

• Ensure that PO’s are issued for service work and as requested by Manager
• Track all PO’s that are issued
• All invoices except as noted above should have a PO number

Miscellaneous Duties

• Act as first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns or suggestions
• Answer all telephone inquiries, determine the appropriate internal contact and route calls accordingly
• Strong writing, editing, and proofreading skills

Clerical duties including prepare draft emails, letters, copying, printing, scanning etc, organize mail, compile completed documents, filing, arranging courier services and other correspondence

• Prepare agendas for meetings, and transcribe and distribute meeting minutes
• Ensure proper file management and archive of files, for payables, administration files, etc. while accurately and appropriately filing correspondence, invoices, and receipts
• Maintain and organize tenant certificates of insurance, vendor insurance and all necessary documents, i.e. WSIB
• Ordering office supplies and maintaining an inventory, as required and arrange for service of office equipment as required
• Assist with tenant and Marketing functions – such as tenant appreciation and other events
• Coordinate the logistical aspects of departmental programs such as meetings, seminars, workshops, special projects, and events
• Maintain petty cash
• Act as backup to Property Administrator position understanding receivables and lease administration with some cross-training of positions
• Other administrative tasks and special projects as assigned
• Complete projects and special assignments as per direction

QUALIFICATIONS

Education

• Post-secondary business education preferred
• Office Administrator Certificate considered an asset

Required:

• A minimum 3 years business related industry experience in real estate/ property management with an accounting focus
• Advanced knowledge of software programs such as Microsoft Office (Outlook, Word, Excel, PowerPoint, and Adobe) and related applications and tools such as MS Teams and SharePoint.
• Excellent oral and written communication skills, ability to develop and sustain cooperative working relationships, ability to exercise confidentiality, team player, self-motivated, displays enthusiasm, and a desire to learn, professional, work under pressure and manage tight deadlines
• Be assertive and diligent with follow-up, ability to prioritize in a multi-tasking environment
• Exceptional level of discretion and judgement with demonstrated problem-solving skills
• Experience working for multiple professionals with competing priorities
• Strong ability to work individually as well as a team
• Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times
• Ability to adapt to new technology
• Experience working with confidential and sensitive information
• Experience with property accounting software (Yardi), preferred
• Experience in property management administration role would be an asset
• Experience with accounts receivables, accounts payable, accruals & tenant relation an asset

Working Conditions:

• Sustained periods of standing, sitting, walking, bending, and kneeling
• Interaction with employees, management and the public
• Working in a busy office environment with frequent interruptions
• Frequent lifting from 5-40 lbs, unassisted (from 35-65% of the time)

CONTACT

If interested, please forward your resume to:
April Herlick – aherlick@mccor.ca