Job Title

Administrator - Bayshore Mall

Job Description Summary

The Administrative Assistant is responsible for assisting in all areas defined as a part of the Administrative Assistant job description. The Administrative Assistant will ensure a high level of professionalism and foster positive relationships with tenants, clients and staff.

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Provide full administrative support, including phone support, typing, reports, filing and distribution of correspondence. Coordinate office supplies in absence of a property administrator.
• Assist in lease administration activities, including abstracting leases and keeping our database current

 Ensure all property files are prepared and maintained in an orderly and logical manner, including leases and contracts.
 Maintain and update the Tenant Contact Information list; set-up and maintain tenant files.
 Ensure all office equipment is operating in an efficient manner by checking daily; liaise with companies when servicing is required
 Sort and distribute internal and external mail and faxes each day for the Administration Office as well as items sent by courier; also responsible for the arrangement of the weekly courier

• General clerical duties for all departments & additional duties as assigned.
• Responsible for the monthly collection of retailers sales and the completion of monthly and annual percent rent billing invoices.
• Update traffic reports on a weekly and monthly basis.
• Manage tenant filing system, including lease files (post lease execution) ensuring property administration team is maintaining a proper filing system both electronically and for any hard copy files;
• Manage internal file storage including the arrangement of the annual disposal of documents and work with the property administration team to ensure files sent to storage are properly labelled and tracked;
• Organize the bi-weekly manager meetings including minute taking and distribution of minutes to the department heads;
• Provide administrative services to General Manager and Property Manager as required (owners books, correspondence, process documentation etc);
• Assist with the budget process, including compiling draft and final budget books;
• Assist in coordination and preparation of monthly Owner reports, and reference materials for Owner meetings;
• Assist with aspects of annual budgets preparation and monthly financial reports.

KEY COMPETENCIES

1. Customer Service Focus
2. Organization skills
3. Time Management skills
4. Communication Proficiency (oral and written)
5. Initiative
6. Multi-Tasking
7. Sense of Urgency

IMPORTANT EDUCATION

• Post secondary diploma or certification or equivalent

IMPORTANT EXPERIENCE

• Minimum of 3 years administrative work experience, preferably in commercial property management, and supporting multiple staff

ADDITIONAL ELIGIBILITY QUALIFICATIONS

• Proficiency in Microsoft Office Suite (Excel, Outlook, Word etc)
• Demonstrates initiative and reflects a sense of urgency in daily duties by meeting or improving upon deadlines
• Be self-motivated, diplomatic and able to prioritize multiple projects and competing priorities

WORK ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee may need to travel from floor to floor, climb stairs, and may be required to travel outside between buildings in varying outdoor weather conditions. The employee may also be regularly required to remain in a stationary position (sit or stand) for 85% of the time; regularly operate office machinery.

OTHER DUTIES
This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Note: This job description includes the core responsibilities for C&W. These duties may have slight modifications based on the regional location.

Cushman & Wakefield uses artificial intelligence (AI) tools to assist in screening and assessing applications. All hiring decisions are reviewed and confirmed by our recruitment team.
This posting is for a backfill position.
The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.
The company will not pay less than minimum wage for this role.
The compensation for the position is: $ 49,300.00 - $58,000.00Cushman & Wakefield is committed to equity in employment and our goal is to have a diverse, inclusive, and barrier-free workplace. If you are a person with a disability and need the job posting in an alternative format or any other accessible accommodations during the hiring process, please email your request to canadarecruitment@cushwake.com. Please refer to the job title and job location when you contact us.Cushman & Wakefield s’engage à respecter l’équité en matière d’emploi. Notre objectif est d’offrir un milieu de travail diversifié, inclusif et exempt d’obstacles. Si vous êtes une personne handicapée et que vous avez besoin de recevoir l’offre d’emploi dans un autre format ou d’accéder à toute autre mesure d’adaptation au cours du processus d’embauche, veuillez soumettre votre demande par courriel à canadarecruitment@cushwake.com. Veuillez mentionner le titre de poste et le lieu de travail au moment de communiquer avec nous.INCO: “Cushman & Wakefield”