The Receptionist/Administrative Assistant at our client location provides reception and administrative support by being the first point of contact for visitors to this retail office. Reporting to the Office Manager, this position will support the Management Team by coordinating and assisting with the day-to-day administrative functions of the retail properties within the portfolio of this property management firm.

Role & Responsibilities

Collect and assist in processing Tenant Sales on an ongoing monthly basis
Ensure Tenant Insurance Certificates are up to date, maintain tracking records and highlight situations which require action
Track and maintain customer comment forms and/or verbal complaints/comments. Bring forward to Marketing and/or Operations for action
Assist in the preparation of monthly and annual reports as required
Record tenant open and close infringements and report to Property Manager. Issue letters as directed by the Property Manager on an ongoing monthly basis
Update and maintain manuals including the Tenant Manual, Emergency Procedures Manual, Fire Safety Plan, Design Criteria, and Construction Guidelines for all properties
Support the Administrative Team in day-to-day administrative tasks, including preparing files, agendas, spreadsheets, PowerPoint presentations, typing memos and letters and minute taking
Cross train with the Property Administrator and support this role as required
Coordinate TOAs, Special Event Requests, and Licence Agreements: prepare documentation, ensure appropriate approvals, and obtain all required information prior to document execution
Prepare and manage electronic and hardcopy files, including tenant lease files and appropriate documentation
Reception duties including answer and direct calls, greet guests, operate the radio, organize and coordinate couriers, prepare daily bank deposits, order office supplies, and maintain office areas/kitchen/file room in an exemplary manner
Sort incoming mail/ cheques, stamp invoices, and distribute to mail folder
Maintain the property phone list updating the phone system program and maintain and update the various Tenant and Administration Staff contact lists
Ensure photocopiers, faxes and printers are loaded with paper and contact vendors for repairs and maintenance as required
Track daily, weekly and monthly traffic counts and prepare reports for distribution
Assist Marketing as required with events, promotions, and administrative functions

Experience and Qualifications:

2 or more years administrative and/or reception experience
Intermediate to advanced skills in Microsoft Office (Excel and Word)
Strong organizational, planning and time management skills
Excellent oral and written communication skills
Strong organizational, planning and time management skills
Ability to prioritize workload and handle competing priorities and deadlines
Post-secondary education is considered an asset
Positive and friendly “Customer First” attitude

*** To Apply: For ISSofBC clients, please contact your Employment Counselor or Career Facilitator. For others, please contact 604-684-2561, or email: employersolutions@issbc.org and reference the Job ID in the subject title.***