Job Title: Office Administrator Reports To: VP, Development Department: Western Business Unit Position Summary Provide office administrative support for various departments within the Western Business Unit.

Responsibilities

• Front Reception duties: Answer phones, greet visitors, coordinate couriers, track attendance for staff and provide year end updates to HR at head office, maintain orderly office environment including boardroom and kitchenette area, order office equipment and kitchen supplies including coffee/tea, prepare expense reports, coordinate travel arrangements, set up workstations for new associates and general filling, plan team building events, order business cards, update and monitor printer units for maintenance, update and distribute office reference materials such as project allocation lists and phone and cell extension lists;
• Track all outgoing interoffice mail and distribute incoming deliveries to associates;
• Coordinate with building management to maintain HVAC, parking, and common area maintenance, communicate with janitorial night staff;
• Purchase Order Creation and system maintenance by completing vendor setups, arranging budget reallocations, tracking, processing, and coordinating consultant billings and general invoicing. Coordinate with Corporate Accounting and A/P for invoice tracking and contacting vendors to correct invoices as needed;
• Complete budget reallocations as needed;
• Coordinate through Head Office Accounting Cheque Requisition process;
• Maintain Petty Cash Account for the Business Unit;
• Conduct research to update and maintain site plan binders, project plan books, and real estate trip materials;
• Prepare periodic reporting materials;
• Attend meetings and conferences to provide administrative assistance;
• Provide legal administrative support by preparing cover letters, revising drafts of purchase and sale contracts/amending agreements and leases, organizing legal files and time billing statements;
• Arrange monthly time sensitive courier services of cheques for bank deposit, prepare and send out monthly office rent cheques;
• Perform Title and Plan searches for Legal and Development departments;
• Coordinate Marketing/Presentation Materials, letters as well as plan for team building events and donations;
• Assist Leasing with LEAA request forms, co-ordinating lease execution through DocuSign, and distributing fully executed leases;
• Assist Development Planning to work with Legal to complete no-build review plan and summary for entire west BU Portfolio and maintains them on an ongoing basis for new tenant leases;
• Assist Development Planning with other project-oriented duties as required including coordination and application with municipalities; (eg. Coordinating Hydrant Flow Testing City Permit application for 5033 Regent Burnaby, offsite damage deposit for borehole testing with city road ROW with City of Victoria, etc…);
• Assist Engineering to work with Legal to complete no-build review plan and summary for potential EV charging station sites across different BU Portfolios, maintaining up to date inventory of EV chargers in portfolio;
• Perform other project-oriented duties as required.

Academic/Professional Requirements

• Diploma in Business Administration or equivalent.

Required Skills/Experience

• Minimum 2 or 3 years of business administration or project management administration experience, preferably within a Real Estate capacity but not necessary;
• Excellent organizational skills;
• Must have the ability to prioritize workload;
• Excellent oral and written communications and must possess the ability to effectively communicate across all levels of management internally and externally;
• Proficient in Microsoft Word, Power Point, Excel, Outlook and Adobe and Docusign.

Values The Office Administrator must be client focused , advocate and communicate a positive image of the company, both internally and externally. The Office Administrator shall take accountability for decisions made and conduct oneself in a respectful and ethical manner in representing the Trust’s interests. The Office Administrator shall demonstrate entrepreneurialism and behave like an “owner” in carrying out daily tasks and responsibilities, demonstrating creativity and resourcefulness in achieving desired results. The Office Administrator is expected to be a team player and work effectively with colleagues and associates in terms of input, sharing of ideas and working to achieve common goal.

The expected base pay range is: $45,000.00-$50,000.00. The base pay range is for the primary location for which the job is posted. SmartCentres values the contribution of our employees, and our compensation structure may vary based on the geographical location of successful candidates, as well as their experience, qualifications or skills.

We are an equal opportunity employer committed to an inclusive and accessible recruitment and selection process. If you are contacted about an employment opportunity, please advise if you require accommodation.