Administrative Assistant - St. Laurent Centre

Purpose

The Administrative Assistant is accountable to the Manager or the Director of a function, department or office for ensuring that all daily administrative and other function‑specific support activities are carried out in a timely and consistent manner to enable the function or department to achieve its respective business goals and objectives.

• General Clerical Duties and Administration

  Performs general administrative duties for the department including photocopying, fax transmittal, distribution of incoming and outgoing mail and courier packages, maintaining required stationery levels for the department; handles inquiries from and coordinates work with other functions and parties within or outside of the organization. Responsible for maintaining management manuals and updating lease fact sheets for all properties for the international council of shopping centers.

• Accounts Payable/Receivables Assistance

  Acts as a backup to the property operations assistant to prepare invoice register templates. Supports accounts payable clerk and supervisors/managers to ensure invoices are submitted on time. Supports the account administrator in deposits and post batches.

• Tenant Relations

  Assists retail manager with any tenant function including adherence of tenant’s lease obligation, establishing property rules and regulations, and handling tenant issues of low to moderate complexity. Tracks lease activities, new deals, renewals, rental abatements, etc. Records and prepares notice of occupancy for the tenants.

• Documentation & Knowledge Management

  Creates, proof‑reads, formats and distributes various business correspondence, formal documentation and spreadsheets; sets up and maintains systems for department documentation and catalogs all department‑specific reporting and knowledge. May be required to update websites and other virtual portals; performs data search in open or exclusive sources and organizes/catalogues data for easier access and use; prepares PowerPoint presentations and marketing materials as required;
  
  maintains extensive mailing and distribution lists to support functional communication; initiates document archiving and retrieval as required.

• Data & Platform Maintenance

  Performs various data input activities with the use of company’s systems, platforms and software specific to the function to ensure data integrity is maintained and company’s policies and procedures for such activities are adhered to (e.g., lease documentation, insurance certificates, time reporting, etc.). Maintains various tracking systems for the department, as required.

• Financial

  Performs coding of invoices, prepares Purchase Orders and liaises with Accounts Payables to ensure payments are entered in the system in accordance with the company’s guidelines and processed timely to avoid financial penalties. May manage and reconcile impress account(s) and may be responsible for the petty cash, where applicable, as well as bank deposits for the department or office; prepares expense reports for team members, as required.

• Travel Coordination and Time Management

  Prepares various arrangements and associated reporting including scheduling of appointments and meetings, travel arrangements, event organization and coordination to ensure that internal coordination between functions is timely and effective.

• Other Duties

  Any other job‑related duties and/or projects that may be assigned.

• Minimum 3 years of administrative experience.
• Excellent command of the English language with particular attention to grammar and spelling.
• Intermediate to advanced practical knowledge of MS Office applications.
• Bilingual (French/English) would be an asset.
• Solid knowledge of Adobe Acrobat.

• Knowledge of Yardi is an asset.
• Excellent interpersonal skills.
• Strong communication skills both verbal and written.
• Strong time‑management and organizational skills.
• Ability to prioritize and maintain focus.
• Ability to adapt to changing plans and priorities.
• Ability to work independently.
• Ability to handle confidential information.
• Result‑ and service‑oriented.
• Proven proofreading skills.
• Attention to detail.

Mid‑Senior level

Full‑time

Administrative

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