Administrative Assistant

Job summary

The Administrative Assistant will support the Property Manager with documentation, meeting coordination, and office administration tasks. Responsibilities include managing files, processing invoices, drafting tenant notices, and maintaining purchase orders.

Job details

Accelerate your success at Colliers. Why Colliers? As one of Canada’s leading commercial real estate services firms, we are driven by our mission to accelerate success for our people, clients, and communities. A career at Colliers gives you the opportunity to make an impact, advance your career, and collaborate with top-tier talent. Don’t just take our word for it – we’ve been recognized as a top employer on a number of prestigious lists, including Best Workplaces in Canada, Best Workplaces for Women, Best Workplaces with Most Trusted Executive Teams, among others. ***This position is for an Administrative Assistant in Toronto, Ontario*** About this role We have an exciting opportunity for an Administrative Assistant who is interested in gaining exposure to property management and joining our 144 Front Street office in Toronto. The successful candidate will be responsible for supporting the administrative requirements of the Property Manager on-site at 144 Front Street, while also providing general office administration support. Summary of Essential Job Functions: Administrative coordination, documentation, minute-taking, and tracking of team meetings. Office supply ordering and coordination of equipment servicing. Project administration, follow-up, and tracking. File management (pulling files, indexing, and sending boxes). Administrative support to the Property Manager. Prepare tenant notices and general correspondence for the Property Manager. Assist with drafting notices and other correspondence for the Property Manager's approval. Issue, maintain, and track purchase orders, as required, with the Property Manager's approval. Review and code invoices with the Property Manager's approval. Other duties as required. What you'll bring A minimum of 1-3 years of related experience in a business or office environment. Previous experience in the real estate industry is an asset. Advanced skills in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook) are required. Experience with Yardi is desirable. Ability to type with a high degree of accuracy. Knowledge of basic accounting and mathematical principles. General understanding of real estate terminology and processes. Excellent written and verbal communication skills, with the ability to draft, edit, and format professional business correspondence. Excellent interpersonal skills, including the ability to deal effectively and professionally with stressful situations, as well as strong telephone etiquette. Ability to deliver exceptional customer service at all levels of the organization and with external partners. Strong organizational, time management, and project management skills, with a demonstrated ability to work both independently and within a team environment. Strong relationship-building skills; proactive, results-oriented, and resourceful. If you enjoy working in an optimistic, energetic, and dynamic work environment that emphasizes social as well as business interaction, we invite you to apply. This posting is for an existing vacancy within our organization. Colliers does not use AI-enabled tools to sort or decline applications. All decisions are made by our Talent Acquisition team. Pursuant to applicable job posting legislation, Colliers is disclosing the following information: Area/Location Specific: Toronto, ON Approximate Salary Range for Role: $51,899 to $56,000 Our salary ranges are determined by role, level, and location. The range displayed in this job posting reflects the minimum and maximum target salary for new hires in this position across Canada. Within the range, individual compensation is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. #LI-KR1 #LI-Onsite What we offer: Innovative projects: Work on cutting-edge initiatives that shape our communities, drive our growth, and make a tangible impact. Career growth: Advance your career and achieve your goals with industry-leading training and development programs. Competitive benefits & compensation: Enjoy a comprehensive and flexible benefits package along with competitive compensation that rewards your contributions and supports your well-being. Collaborative culture: Join our enterprising team where innovation thrives, collaboration is key, and our people are empowered to be their authentic selves and do their best work. Diversity, Equity & Inclusion: Our robust North American Diversity & Inclusion Program features eight Employee Resource Groups (ERGs), where you can connect, learn, and contribute to a diverse and supportive community. Learn more: https://www.collierscanada.com/en-ca/careers/diversity-and-inclusion Global network: Join a global team of 24,000 professionals across 70 countries, where you'll expand your network and learn from experts in a dynamic international community. Accelerate your career and enhance your expertise as you connect and collaborate with top talent around the world. Applicants must be currently authorized to work in Canada on a full-time basis. The employer will not sponsor applicants for work visas. Direct applicants only please, no agencies. Colliers is an equal opportunity employer and values diversity in its workforce. Colliers encourages applications from all qualified individuals and will accommodate applicants' disability-related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process. If you require a disability-related accommodation to participate in the recruitment process, please contact the recruitment team by email at careers@colliers.com.

What you’ll do

The Administrative Assistant will support the Property Manager with documentation, meeting coordination, and office administration tasks. Responsibilities include managing files, processing invoices, drafting tenant notices, and maintaining purchase orders.

Requirements

Candidates must have 1-3 years of experience in a business or office environment and advanced proficiency in Microsoft Office applications. Knowledge of real estate terminology and basic accounting principles is required, with Yardi experience considered an asset.

Benefits

• Comprehensive benefits package • Flexible benefits • Training and development programs • Employee resource groups

Listed skills

• Time management · Preferred
• Customer service · Preferred
• written communication · Preferred
• Microsoft Excel · Preferred
• Microsoft Office · Preferred
• Microsoft Word · Preferred
• Project management · Preferred
• Relationship Building · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative coordination
• Microsoft Office
• Word
• Excel
• PowerPoint
• Outlook
• Yardi
• Typing
• Accounting principles
• Real estate terminology
• Written communication
• Verbal communication
• Customer service
• Time management
• Project management
• Relationship building
• Project Management
• Invoicing
• Coordinating
• Training And Development
• Innovation
• Microsoft PowerPoint
• Microsoft Excel
• Artificial Intelligence
• Microsoft Outlook
• Relationship Building
• Interpersonal Communications
• Customer Service
• Time Management
• Office Supply Management
• Energetic
• Real Estate
• Administrative Support
• Mathematics
• Verbal Communication Skills
• Office Administration
• Accounting
• Resourcefulness
• Telephone Skills
• Commercial Real Estate
• Optimism
• Property Management
• Business Interaction Networks
• Yardi (Property Management Software)
• File Management
• Business Correspondence
• Project Administration

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive