Administrative Assistant

  • Full Time
  • Toronto
Description:

Our client in the private equity real estate space looking for a resourceful, proactive, and organized administrative support person to join the team. The Administrative Assistant is responsible for providing administrative support to the two Principals, Managing Directors, and accountants. You will provide a broad range of administrative and general office support for the head office team as assigned. The role will require discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization’s operations, procedures, and people.

The responsibilities will include a range of business supporting tasks and may include but not limited to the following accountabilities:

Banking:

  • Cheque preparation, deposits, and record keeping
    • Preparation of tenant rent cheques to be deposited in house in the correct bank accounts
    • Recording of deposit amounts made into the respective deposit books and excel files
    • Making physical bank deposits at the branch
    • Counting and sorting monthly laundry coins from each building
    • Paying bills online or at the branch
  • Remitting payments:
    • Paying vendor bills: Preparation of cheques to vendors (from the correct bank account)
    • Creating envelops for physical mailed out cheques

Office maintenance

  • Organizing and record keeping of files, scan, and document files in a timely manner
  • Maintaining office files and organize documents and receipts
  • Managing the replenishing of office’s supplies (food, drinks, toner, paper, envelops, ink, electronics, etc.)
  • Maintaining inventory list and office keys
  • Ability to work efficiently and in compliance with policies and procedures
  • Mailing payments and other letters
  • Picking up and sorting mail from various locations in a timely manner

Communication

  • Communicating with various vendors for inquiries relating to payment errors, bills outstanding, other conflicts with vendors related to billing
  • Communicating with superintendents to follow up with outstanding rent cheques
  • Responsible for office correspondences via phone and emails

Other

  • Support bookkeeping procedures
    • follow up with identified errors (by self or bookkeeper) with vendors and tenants
    • Maintain accurate and current rent payments, invoices, and other schedules
    • Verification of invoices with staff and vendors
    • Assist with monthly reconciliation
  • Assist co-workers and management whenever necessary for non-routine tasks and ad hoc reports
Qualificatons:

Skills & Requirements

  • Excellent time-management, proactive self-starter
  • Detail oriented
  • Organized and ability to multi-task
  • Works efficiently independently and in a team environment
  • Team player mentality with eagerness to learn and exceptional interpersonal skills
  • Communication – written and verbal in a business environment
  • Maintain confidentiality
  • Ability to prioritize tasks and communicate with team should issues arise
  • Positive, professional, and please attitude/demeanor
  • Proactive/self-starter – takes ownership over work
  • Willingness/ability to travel (locally) – access to vehicle

Nice-to-have

  • Administrative experience is an asset
  • Knowledge of how banks work on a branch level
  • Excel and Microsoft word proficient
  • Willingness to work over-time if needed on weeknights and weekends (being flexible – OT is compensated)
  • Experience with Yardi Breeze
  • Experience with Dext (formerly know as Receipt Bank)
Additional Comments:

  • Location - Toronto, ON
  • Please apply via Indeed link below:
https://ca.indeed.com/job/office-manageradministrative-assistant-88aefcbe43bfdf91  

To apply for this job please visit ca.indeed.com.