Job Description

Our client in the property management industry, located in the Mississauga area, is seeking an Administrative Assistant to join their team on a contract basis for two months, with the possibility of extension or permanent employment.

The ideal candidate will have at least two years of administrative experience, a quick aptitude for learning new software, and strong teamwork skills. Experience with Yardi is a plus. This is an on-site position.

Roles and Responsibilities

• Provide professional services to tenants and address basic inquiries.
• Assist in coordinating tenant move-ins and move-outs.
• Implement special activities and programs to enhance tenant experiences.
• Answer incoming calls and direct inquiries appropriately.
• Maintain cleanliness and organization of office common areas.
• Manage incoming and outgoing mail and couriers.
• Assist with office equipment maintenance and IT issue resolution.
• Maintain electronic and hard copy filing in accordance with guidelines.
• Prepare, edit, and proofread documents, correspondence, and reports.
• Update and maintain databases of tenants, contacts, and suppliers.
• Assist with accounts receivable tasks, including rent collection.
• Manage meeting room schedules and bookings for the building/portfolio.
• Prepare monthly janitorial vacancy reports and credits.
• Participate in yearly Fire Warden Drills and maintain tenant Fire Warden lists for assigned properties.
• Reconcile and code supplier invoices for payment processing.
• Assist in coordinating marketing and tenant events.
• Monitor and report on marketing campaign performance.
• Conduct market research and gather industry insights.
• Assist in event planning and coordination.
• Promote environmental sustainability in building operations.

Qualifications and Experience  

• Completion of a post-secondary education; a business degree is preferred.
• Experience with Yardi is advantageous.
• Customer service experience is an asset. 
• Accounts payable experience is an asset. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent communication and customer service abilities.
• Detail-oriented with a focus on accuracy in administrative tasks.
• Ability to work independently as well as collaboratively in a team-oriented environment.