Administrative Assistant - Jobs in Chilliwack, BC - 610355

Warrington PCI Management
Job Summary
  • Job Type
    Full Time
  • Telecommuting
    N/A



Job Description

Primary Purpose

The primary purpose of the Administration Assistant is to provide administrative assistance to the retail mall management team. With minimal guidance from the General Manager, the Administration Assistant acts as a point of contact and coordinates the day-to-day tenant inquiries and maintenance requests. The Administration Assistant provides administrative support to ensure the building is maintained to a high standard while ensuring the required documentation is completed for tracking purposes.

Specific Responsibilities

The responsibilities of this position will include, but not be limited to, the following:

Tenant and Client Relations

  • Build and maintain strong working relationships with tenants, on-site personnel, and owners through regular communication
  • Provide timely and appropriate response and action to tenant and client inquiries and requests
  • Meet tenants and/or clients on-site as may be required
  • Receive, direct and take messages from incoming calls in a professional and friendly manner.
  • Liaise and coordinate with customers, owners, tenants, contractors and walk-in guests and respond to any inquiries and/or refer inquiries to appropriate team members

Administration Duties

  • Provide administrative support, including maintaining meeting minutes, to the team members as required
  • Assist General Manager with building operational procedures including recording and reporting tenant open/close infringements and assisting with the monthly traffic reporting as required
  • Work with Operations Managers in the preparation of tenders, contracts, and purchase orders
  • Assist the Operation Managers in coordinating contractor work
  • Assist in obtaining quotations for building services and draft and review contracts and agreements
  • Collect WCB insurance and liability insurance for any onsite contractor
  • Assist the Tenant Coordinator in overseeing tenant improvements and Landlords work
  • Maintain the property emergency mass notification system by ensuring information is accurate and regularly updated and schedule monthly and quarterly testing
  • Prepare welcome packages, tenant correspondences, notice, spreadsheets, PowerPoint presentations as required by the General Manager, Marketing Manager or Operations Manager
  • Update and maintain Tenant Manual and Crisis Manual
  • Manage the collection, review and tracking of all tenant files, including all tenant insurances, monthly sales reports
  • Ensure annual recovery billings are distributed to tenants in a timely manner
  • Regular tracking and updating of tenant restrictions and exclusives as noted in their lease
  • Update contact list for after-hours call center and property information in a timely manner
  • Assist with coordination of tenant moves (in and out) of leased premises
  • Assist with storage agreement documentation along with delivery to tenants and respective status/tracking
  • File and organize documents for the office which includes:
  • Photocopying, scanning and filing copies of property documentation (tenant insurance and correspondences, contractor agreements, leases, building reports, etc.)
  • Courier and mailing documents as required

Marketing Duties

  • Assist Marketing Manager organize Shopping Centre events and non-profit groups contracts

Accounting Duties

  • Assist with preparation, review, and distribution of monthly financial reports
  • Review, code, and track account payable invoices in a timely manner to relevant contractors and properties, and request adjustments to invoices as may be required
  • Assist Accounting with any account receivable duties including assisting in collecting rents in arrears
  • Input monthly sales reporting in Yardi
  • Manage the petty cash and employee expense accounts
  • Assist Management team with annual operating budget

Other Responsibilities

  • Office management duties including ordering supplies, maintaining the office and overseeing small office events
  • Other duties and special projects as reasonably required by the General Manager, Marketing Manager or Operations Manager.

Qualifications

To be successful in the Administration Assistant position, an individual must be committed to developing, maintaining and demonstrating the following:

Education and Experience

  • Minimum Grade 12 diploma or equivalent, with a preference for an administrative diploma or certificate
  • Minimum two (2) years of related experience in administration
  • Fluent in English, both written and verbal
  • Intermediate computer skills, particularly in Microsoft Office applications (Microsoft Outlook, Excel, Word and PowerPoint)
  • Experience and working knowledge of Yardi Voyager, PayScan, and/or AngusAnywhere is an asset
  • An established track record of excellent customer service

Competencies

  • Practical judgement and decisive manner
  • Excellent communication skills, both written and verbal in the English language
  • Ability to work efficiently under pressure and maintain a calm focus
  • Detail oriented with exceptional analytical and problem-solving abilities
  • Positive self-starter, self-motivated, hands-on mentality with the ability to work independently and in a team environment
  • A dedication to providing exceptional customer service
  • Excellent organization and time management skills with the ability to complete work in a timely manner with accuracy and attention to detail
  • Ability to cope with changes including changes in business and client needs
  • A team player who is flexible and adaptable to a constantly changing, work under pressure in a fast-paced environment
  • Ability to work effectively with on-site maintenance staff, security and other staff members
  • Ability to multitask

Benefits:

  • Extended health care
  • Vision care
  • Dental care
  • Life insurance
  • Company events & social hours
  • Vacation & paid time off
  • On-site parking
  • Employee assistance programs

Job Types: Full-time, Permanent

Experience:

  • administrative: 2 years (Preferred)

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