Administrative Assistant

About QuadReal Property Group 

QuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. Its assets under management are $94 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and debt in both the public and private markets. QuadReal invests directly, via programmatic partnerships and through operating platforms in which it holds an ownership interest.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

www.quadreal.com

Job Description:

Provide general reception and administrative functions relating to the operations, marketing, and management of Capilano Mall.

Responsibilities:

• Receive and direct incoming telephone calls.
• Receive guests, suppliers and tenant walk-in visits while providing excellent customer service.
• Coordinate mailings, couriers, and deliveries.
• Coordinate office supply orders and ensure supplies are kept organized and well-stocked.
• Contribute to monitoring the radios and fire panel for emergencies and general centre activity to ensure the team is aware of all incidents immediately.
• Enter and create all purchase orders (PO's) in Yardi; Distribute applicable numbers to vendors and staff.
• Accounts payable – Enter invoices to Yardi, match invoices with PO’s, ensuring payments are made timely and accurately, including tracking and monitoring the utility accounts. 
• Accounts receivable - Responsible for supporting rent collection via EFT, PAP, and cheque deposits and generate AR report to review with GM. Follow up with tenants on outstanding arrears.
• Enter monthly tenant sales into Yardi, generate monthly reports, save electronically and distribute the report as required.
• Produce and distribute correspondence memos, letters, and forms.
• Maintain the Master Tenant Contact List. Update this document on an ongoing basis and email monthly to Security and Guest Services.
• Maintain a variety of tracking spreadsheets ensuring property is always due diligent and ready.
• Sort and organize the physical and electronic office records accurately.
• Collect tenant insurance for approval and file the documents accordingly.
• Monitor and follow up on QuadReal Connect/Tenant maintenance requests to ensure overall service delivery is consistent with QuadReal standards.
• Work closely with Property Administrator
• Work with Guest Services Supervisor, on Occupational Health & Safety (OH&S) meetings, meeting minutes, posting of same and inspection checklists to the OH&S SharePoint site.
• Keep the kitchen and back storage areas tidy and well stocked. Order supplies as needed.
• Traffic counters: update traffic spreadsheets every Monday morning. Flag any issues with GM.
• Miscellaneous tasks as required, and instructed by the Operations Manager & GM.

Qualifications:

• High School diploma supplemented with post-secondary courses
• 1 – 2 years related experience
• Experience in real estate operation a definite asset
• Minimum typing speed of 60 wpm with accuracy in spelling, punctuation and grammar.
• Attention to detail and problem solving skills.
• Relationship  Skills  –  Superior  oral  and  written  communication  and  presentation  skills;  ability  to develop and sustain cooperative working relationships at all levels; ability to exercise confidentiality; displays enthusiasm and has a desire to learn; team player
• Organizational/Multi-Task Skills - Ability to allocate one's time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes
• Computer Skills – Intermediate to advanced skills in Word and Excel

The expected annualized base salary range for this role is $48,000 - $53,000.

The actual salary offered will take into consideration a wide array of factors including, but not limited to, the individual’s skill, experience, education and training, the market compensation of the role, and the consideration to internal equity.

QuadReal offers a competitive total rewards package in addition to the base pay, which includes a performance-based incentive plan, comprehensive health & dental benefits, a defined contribution pension plan and paid time off.

Note to Recruiters: QuadReal does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to QuadReal, directly or indirectly, will be considered QuadReal property. QuadReal will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for engaged services to submit resumes.