Administrative Assistant, Construction Services

Reporting to the Senior Manager, Construction Services, the successful candidate will fill the position of Administrative Assistant, Construction Services. The primary role of this position is to assist the Senior Manager, Construction Services and the Construction Services team with daily administrative and support duties. Responsibilities: Provide administrative support for the Senior Managers, Construction Services and the Construction Services team. Prepare monthly reports as requested by managers. Prepare monthly department invoices that are issued/distributed to ensure fee schedules are maintained. Maintain accurate filing records (both electronic and hard copy), including drawings and close-out documents. Schedule and prepare minutes of meetings and agenda. Maintain and distribute monthly info sheets for active/pending construction projects with current information including budgets, design renderings, schedules and current. General word processing and excel spreadsheet duties. Order department stationary supplies. Data entry into Yardi as required (capital budget/amortization schedules, forecasts and accrual processing) Process budget coding changes for project-related costs Perform full cycle accounts payable support, including purchase order and invoice processing, tracking and reconciliation Review, reconcile and ensure completeness and accuracy of data on accounts and code monthly construction draws requested by the contractors and consultants ready for a Manager’s approval. Liaise with accounting personnel to ensure timing turn-around of draw payments to meet contractual obligations. Communicate with outside contractors AR/AP to resolve minor payment discrepancies. Obtain and manage an accurate ‘form’ library for local municipal applications, including building permit applications, site plan applications, zoning variances etc. necessary for the construction department. Assist construction personnel in preparing presentation materials in both electronic and hard copy format for RFQ/RFP or tender submissions, and client presentations. Draft and issue purchase orders, work permits, contracts, work orders, security escorts, and pass card request forms. File all start up and close out documentation for projects, preparing any final close out memos. Work in cooperation with other administrative staff for the development and implementation of effective procedures for the continuous improvement of the office operations. Perform additional required functions as required by the manager from time to time to maintain an efficient department. Provide reception relief as required.   QUALIFICATIONS   Education acquired at post-secondary level or equivalent e.g. one year Community College More than two years and up to and including four years’ experience in administration Proficiency in MS Office software and Yardi Ability to perform multiple tasks in a busy office environment Strong written and verbal communication skills Ability to learn new processes quickly Ability to work independently   The base salary for this position is between $43,300.00 to $58,600.00 annually. This represents base salary only and does not represent other variable compensation components of our total compensation ( i.e. annual bonus, commission etc). If you are selected to move forward in our recruitment process, your recruiter will be able to discuss additional details of our total rewards program with you.