Administrative Assistant

at  The Madison Group

The Madison Group (www.madison.ca) is comprised of businesses in industrial and residential property ownership, development and management (Madison Pacific Properties (TSX: MPC)), media and business information (Glacier Media (TSX: GVC)) and industrial automation and motor sales and service (Madison Industrial Group). Headquartered near Olympic Village in Vancouver, BC the Group has over 2,500 employees in Canada and the United States.
The Group is looking for a receptionist to support the operations of the corporate head office of the businesses. The successful candidate will have a high degree of professionalism in his or her interactions and communications with external parties as a representative of the organization. The successful candidate must also be comfortable in a multi-tasking environment and be a team player in conducting all aspects of the job.

REQUIREMENTS:

• Strong verbal and written communication, organizational and time management skills
• Demonstrated ability to manage multiple tasks concurrently and consistently meet deadlines with attention to detail while working both independently and with a team
• Some proficiency using Microsoft Excel, Word, and PowerPoint, and Zoom and Teams video conferencing platforms
• Experience with accounting systems is an asset

• Receive and welcome visitors to the office and maintain the visitor log
• Answer and direct incoming calls and monitor voicemails
• Sort and distribute incoming mail, prepare packages for delivery and coordinate courier packages
• Set up boardrooms for in person and video conference meetings, including catering and clean up after the meeting
• Purchase kitchen and office supplies and coordinate recycling of office supplies
• Organizing social events
• Assist with the organization and tidiness of the common kitchen
• Scanning and photocopying
• Print and coordinate signatures on legal documents
• Print and assemble quarterly board packages
• Assist with some bookkeeping, including, posting deposits, generating invoices from accounting system and emailing to customers, entering vendor invoices and preparing cheques
• General filing
• Log IT issues into a tracking system and follow-up on resolution
• Book lunch reservations and prepare expense reports
• Other duties and ad-hoc tasks as required