Administrative Assistant II, Operations (12 Month Contract)

THE CHALLENGE

To support the operations department in administrative tasks such as but not limited to, invoice processing, file system management, typing correspondence, preparing and distributing documentation and reports, answering telephones, scheduling appointments and meetings, making travel arrangements and prioritizing workload and completing on an accurate and timely basis in order to ensure management have the relevant materials required to operate their specific areas of the business.

WHAT YOU’LL DO

• Prepare all written documentation such as, but not limited to, correspondence, reports, statements and agreements to ensure management have all documentation needed to support their specific projects;
• Coordinate all meetings by receiving relevant information from manager, contacting appropriate parties to schedule meeting times, booking meeting rooms, preparing all meeting materials and arranging for audio-visual equipment, flipcharts, refreshments etc. in order to ensure participants have all the information and materials required for an effective and productive meeting;
• Prepare relevant documentation for service agreements, RFP’s, contracts & correspondence.
• Draft memos, notices, letters as requested by Operations managers and arrange for delivery through security staff or personally hand deliver
• Download all property utility bills from relevant provider. Process and upload all monthly utility invoices through the UIM program
• Draft agenda for all Operations meetings, take minutes and distribute to attendees
• Organize and maintain departmental filing system by ensuring all materials are securely filed so that documents are readily available and easily retrieved when necessary, while ensuring compliance with documents retention policy;
• Maintain and update Operations training spreadsheet, send out monthly reminders regarding due/overdue courses
• Verify departments payroll register. Coordinate with managers, note and approve variances from payroll details indicated in system. Review and input relevant data into payroll system.
• Assist and support Operations Managers with all internal and external audits
• Review and update Operations work order schedule used by the CF National teams
• Run and summarize monthly Operational reporting through CMMS ensuring that the property is meeting company targets
• Review and close as required PM’s in CMMS
• Perform accounting duties as required (i.e. invoice submission, accruals, supplier changes)
• Create purchase orders, manage process and support departments using CF invoicing platform
• Manage small service agreements as instructed by Operations Managers
• Scan and file Operational documents
• Other duties as assigned.

WHO YOU ARE

• A team player with strong interpersonal skills
• Strong communicator, verbal and written
• Detail-oriented and focused on accuracy
• A multitasker, quick learner, and can work independently in a fast-paced environment
• Excellent with time management and organizational skills
• Analytical with good problem solving skills
• Customer-service focused
• Able to interact at all organizational levels with tact and diplomacy

WHAT YOU NEED TO SUCCEED

• Grade 12 or equivalent;
• Certificate/diploma in Office Administration an asset;
• Minimum 3 to 5 years related work experience;
• Real Estate/Property management experience an asset;
• Computer literate and fully proficient in Microsoft Word, Excel and PowerPoint;

• Solid organizational and prioritizing skills;
• Strong research and analytical skills.