Administrative Assistant, Uptown

at  Shape Properties Corp

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Must be friendly, approachable, proactive, ambitious and solution-focused
• Possess strong organizational, time management and administrative skills with a demonstrated ability to work both independently and within a team environment
• Proficient in Microsoft Suite and Outlook
• Ability to communicate effectively to varying groups of individuals both within and outside the organization
• Demonstrate personal integrity and honesty

ABOUT THE ROLE

SHAPE is seeking to hire a full-time Administrative Assistant for Uptown located in Victoria, British Columbia. This position will be reporting directly to the General Manager on site and will be responsible for performing and overseeing a variety of property specific administrative duties. Applicants for this position should be detail-oriented, self-motivated and have a desire to work in a dynamic and collaborative team while wanting to contribute to the smooth functioning of a large and busy retail operation. The successful applicant must be a self-starter, motivated with a positive outgoing attitude. A number of tasks will be asked of this person and being able to work at a fast pace is welcomed.

PRIMARY JOB RESPONSIBILITIES

• Review of lease documentation when needed
• Coordinate insurance for vendors including OHS and WCB as well as tenant insurance
• Process credit card and expense receipts/statements for all departments
• Utility reconciliation and billings in coordination with AA
• Enter water and gas into tracking sheet, sort QMC report, and print tenant back up
• Assist with IT and phone support consulting and working with SHAPE’s inhouse IT team when needed
• Parking Management Program coordination of our office and retail parking programs for the property
• Draft tenant notification emails for area certificates, openings, vacates, possession and subsequent filing
• Perform general office tasks such as setting up courier services, mail sorting, typing, printing, photocopying, scanning, and archiving
• Answer and direct inquiries in a positive/professional manner
• Attend meetings and prepare meeting minutes for distribution
• Update of Risk Check and Green Check Programs including data collection and sourcing information as needed
• Order and manage supplies of office inventory as needed
• Coordinate food and beverage for meetings and events
• Coordinate boardroom bookings as required
• Keep up to date with property contact lists
• Other tasks from time to time as needed