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Posted: Jun 11, 2008
Location: Mississauga
Division: Real Estate Management Services
Position Brief:
Avison Young Real Estate Management Services is an industry leader in the field of third party management. For over 15 years we have provided our clients with quality, operational effectiveness and cost efficiencies in the management of their real estate requirements. Clients have entrusted Avison Young with the management of over $1 billion of real estate. We have earned that trust by delivering strategic, integrated management service, uniquely tailored to meet the specific needs of each of our clients.
We are currently seeking a full-time Administrative Assistant in the Hurontario and Britannia Road area.
Principal Responsibilities:
Assist the Vice President and his team of Facility Managers with specific client requirements, expense control and budget requirements, critical systems reliability, customer satisfaction, facility appearance, government and client compliance, project management, performance agreements and measurement, and other assigned duties.
Essential Job Duties:
- Prepares comprehensive and complex proposals, reports, correspondence, charts, tables, graphics and other documents using various software packages.
- Researches and creates complex data and information for inclusion in reports, information packages and/or presentation materials.
- Production and distribution of monthly reports for internal and external clients, based on area of business.
- Maintains calendar of appointments for assigned staff or department.
- Interfaces with company personnel and outside parties to coordinate meetings, conference calls and appointments. Researches and identifies site and amenities for event partnering with vendors and in-house associates.
- Coordinates travel arrangements including air reservations, cost comparisons, scheduling options, hotel reservations, and car rental reservations. Develops travel itinerary to correspond with schedules. Verify the travel costs allocations, address discrepancies. Assists in the completion and processing of expense forms for assigned staff.
- Assist assigned staff with budget preparation and development.
- Answers telephones providing callers with specific information, transcribing messages, and when necessary directing callers to appropriate staff or voice mail.
- Develop and maintain departmental filing & tracking systems. Includes establishing files for all written / email correspondence, project work, and reports. Coordinates off-site storage for old files.
- Ensure assigned office equipment is adequately maintained and secure. Contact and coordinate with vendors to service or repair equipment. May review vendor contracts with regard to service and research new vendor offerings.
- Provides additional support through copying, faxing, and mailing as requested by assigned staff.
- Monitor and order general office supplies as needed. Processes invoices for supply orders.
- Other duties as assigned.
Qualifications:
- High school diploma. Bachelor’s degree preferred.
- Minimum 5 years previous related work experience.
- Ability to be creative and flexible in order to meet deadlines while working with changing priorities.
- Skilled in Microsoft Word, PowerPoint, Excel, and Outlook software.
- Excellent organizational abilities
- Strong proofreading and editing skills.
- Excellent business vocabulary, grammar, and effective communication skills.
- Ability to maintain discretion regarding personnel and industry-related matters.
- Excellent interpersonal skills.
- Must be detail oriented to ensure accurate deliverables.
If you are qualified and interested in this opportunity, please submit your resume and cover letter stating salary expectations in confidence to Human Resources via fax to 416-955-0725 or simply apply online.
While we appreciate all responses, please be advised that only candidates selected for an interview will be contacted.
To apply, please contact Human Resources.
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