Administrative Assistant

What this job involves:

JLL is seeking a dynamic and customer-oriented individual to join our Property Management Team at one of our client's downtown commercial portfolio. As a vital member of our team, you will serve as the primary point of contact for clients and tenants, making a lasting impression as the "face" of our property.

In this role, you will play a crucial part in ensuring the smooth operation of our buildings by efficiently handling tenant inquiries and providing exceptional administrative support. We will rely on your level-headedness and professional demeanor to handle sensitive and urgent requests.

If you thrive in a customer-centric role and have a keen interest in property management and real estate, this is an excellent opportunity to grow your career.

What your day-to-day will look like:

• Perform general administrative duties, which include maintaining filing systems; receiving visitors and tenants at the office; collecting and distributing cheques to be deposited; answering incoming calls and emails; ordering supplies; Assisting the team in managing the tenant issues system; distributing incoming mail to the office staff.
• Respond to general day-to-day inquiries from tenants, service providers and contractors, and redirect specific issues to the appropriate staff member for action and resolution.
  
  

Track and distribute lease documents, create new tenant files, update tenant contact list and prepare welcome packages to new tenants.

• Prepare tenant notices and general correspondence for Property Managers. Assist the operations department with drafting notices and other correspondence for the Property Manager’s approval.
• Assist the Property Manager with obtaining supplier and contractor quotations, preparing monthly client reports, tracking contract renewal dates, and obtaining updated insurance certificates.
• Prepare and track purchase orders.
• Maintain the regional databases when needed.
• Attend and actively participate in staff meetings, and prepare meeting minutes for distribution.
• Code invoices and prepare expenses reports for the office staff.
• In conjunction with the Property Accountants, assist in monthly accounts receivable analysis, including monitoring rental arrears, preparing notifications, demand and default notices, and following-up with tenants to ensure timely payment of the monthly rent, as directed by the Property Manager.
• Track Facility Services staff work hours on a monthly basis, check the accuracy of the payroll charge backs from head office. Make any necessary corrections and provide back-up for any discrepancies.
• Record all metered utility usage on a monthly basis.
• Other duties as required.
  
  

Required Qualifications:

• A minimum of two years related work experience in customer service or administration.
• Previous work experience in real estate or property management an asset.
• Advanced skills in Microsoft Office applications (MS Word, Excel, PowerPoint and Outlook) and Property Accounting programs.
• Basic knowledge of accounting an asset.
• Ability to communicate clearly and concisely, both orally and in writing.
• Possess strong organizational, time management and project management skills with a demonstrated ability to work both independently and within a team environment.
• Exhibit a high level of professionalism and excellent interpersonal skills.
• Strong relationship-building ability, proactive, results-oriented, and resourceful.
• Ability to meet deadlines without compromising accuracy, excellent product quality and attention to detail.