Administrative Assistant

Job summary

The role involves managing day-to-day administrative tasks and financial coordination, including invoicing, accounts payable, and expense processing. Additionally, the assistant will support the property management team by coordinating meetings, preparing reports, and maintaining accurate documentation for two major office towers.

Job details

Our client is a globally recognized real estate organization responsible for some of the market's most prominent, professionally managed commercial properties. This is an exciting opportunity to join the team supporting one of Toronto’s landmark office destinations as an Administrative Assistant on a 12-month contract. Your New Employer Your potential employer is a highly respected global real estate organization with an outstanding reputation for developing, owning and managing premium properties in major markets around the world. Known for the quality of its assets and the professionalism of its people, the organization brings together operational excellence, exceptional tenant service and a commitment to creating workplaces that perform at the highest level. Based at a premier downtown Toronto commercial property, you’ll join an experienced property management team responsible for two high-profile office towers and gain valuable experience in a sophisticated institutional real estate environment. Your New Role The position combines day-to-day administration with strong financial coordination, including invoicing, chargebacks, accounts payable and receivable, expense processing, and other budget-related activities. Accuracy, organization and ensuring information is properly documented and processed efficiently will be important parts of the role. Supporting multiple members of the property management team, responsibilities will include coordinating meetings and schedules, preparing correspondence, reports, presentations, charts and other documentation, and maintaining well-organized electronic and physical records. The role will also support departmental databases, document management, office supplies, mail, and other administrative requirements, helping the wider team manage the many moving pieces involved in operating two major commercial office towers. It’s a busy property environment where priorities can shift quickly, making this a great fit for someone who naturally stays organized, anticipates what needs to happen next and makes sure important details don’t fall through the cracks. What Sets You Apart At least two (2) years of commercial real estate administrative experience supporting property management. A solid administrative and accounting background is important, including practical experience with invoicing, chargebacks, accounts payable and/or accounts receivable. Strong organization and attention to detail are essential, along with the ability to balance multiple priorities and deadlines while maintaining accuracy and professionalism. The successful candidate will also have strong Microsoft Office skills, particularly Excel, and be comfortable learning and navigating different business systems. Previous experience with JDE, Nexus and work order management platforms such as PRISM, or comparable systems, would be considered an asset. Just as importantly, this role calls for initiative, sound judgment, and a strong service mindset, along with the ability to communicate professionally with colleagues, tenants, visitors, and vendors, and handle confidential information with discretion. What You Can Expect This is a unique opportunity to spend 12 months working alongside an experienced commercial property management team within one of the real estate industry’s most respected organizations. You’ll gain exposure to the day-to-day financial, administrative, and operational requirements behind two significant downtown Toronto office towers while working in a professional, collaborative, fast-moving environment. Compensation Expected annual compensation of $60,000 - 63,000. Additional Information This posting is for an existing vacancy. Artificial intelligence-based tools are not used in the screening or selection process for this role. Next Steps If you have a strong administrative and accounting foundation and would value the opportunity to gain experience within a leading commercial real estate environment, we’d love to connect for a confidential conversation. Let’s talk about how HighView can help you make your Best Next Move.

What you’ll do

The role involves managing day-to-day administrative tasks and financial coordination, including invoicing, accounts payable, and expense processing. Additionally, the assistant will support the property management team by coordinating meetings, preparing reports, and maintaining accurate documentation for two major office towers.

Requirements

Candidates must have at least two years of commercial real estate administrative experience with a strong foundation in accounting practices. Proficiency in Microsoft Office, particularly Excel, and the ability to navigate business systems like JDE or Nexus are essential for success in this fast-paced environment.

Listed skills

• Administrative Support · Preferred
• invoicing · Preferred
• Accounts receivable · Preferred
• Microsoft Office · Preferred
• Microsoft Excel · Preferred
• record keeping · Preferred
• Communication · Preferred
• Attention to detail · Preferred
• Organization · Preferred
• JDE · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Financial coordination
• Invoicing
• Accounts payable
• Accounts receivable
• Expense processing
• Microsoft Office
• Excel
• Property management
• Record keeping
• Communication
• Attention to detail
• Organization
• JDE
• Nexus
• PRISM

Job areas

• Administrative
• Finance & Accounting
• Management & Leadership

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