Senior Administrative Assistant

Job Title

Senior Administrative Assistant

Job Description Summary

Working in a fast paced team environment; assisting with the day to day administration and operations of a retail/office portfolio in excess of 2. 4 million sq. ft. Administrative duties include general office administration, client and tenant relations, preparation and distribution of tenant correspondence, legal documentation and internal and owner reporting.

Job Description

KEY RESPONSIBILITIES:

Documentation

• Preparation, distribution and administration of legal documentation regarding Capital projects, service contracts. storage and short-term agreements, parking agreements, license agreements, and working with internal/external legal counsel to manage the office/retail documentation process;
• Research lease information for Property Management group (i.e. naming clauses, amortized T.I., options, terminations, etc);
• Assist Property Managers in the administration and tracking of tenant allowances and landlord work and commissions;
• Administration and managing all storage areas in the complex
  • Follow up with Tenants on renewals
  • Setting up new tenants
  • Preparation and distribution of the lease documents
  • Periodic inspection of storage areas to ensure accuracy on roster and floor plans
  • Coordination and management of bike cage rentals and tenant parking;
  • Coordination and management of tenant fitness center (includes liaising with fitness centre management staff and communicating any challenges or directives between Property Managers and fitness centre staff;

• Maintain tenant filing system, including lease files (post lease execution);
• Maintain schedule of tenant parking requirements and coordinate communication with parking agent

• Coordinate with other departments and outside clients to provide or request information as required;
• Organize meetings and minute taking for property management group;
• Provide administrative services to Property Managers as required (owners books, correspondence, process documentation etc);
• Assist with the budget process, including data entry and distribution of budgets;
• Assist with the quarterly re-forecasting of the budget including data entry and distribution;
• Assist in coordination and preparation monthly Co-owner reports, and reference materials for co-owner meetings;
• Maintain workflow of Major Expenditure Authorization process including document tracking, preparation of agreements, delivery of project documents to H/O; upload information to SharePoint and maintain shared (z) drive and manual file systems;
• Complete Business Information & Business Approval Forms for property management and leasing groups;
• Assist with the coordination of storage files and maintain the data list of files in storage;
• Reviewing tenant/contractor insurance certificates to ensure compliance with lease/company policies;
• Update and maintain tenant contact lists in Outlook;
• Assist with administration of other properties as required;
• Reception relief as required;
• Additional duties as assigned.

Qualifications

The successful candidate will possess:

• Post secondary diploma or certification or equivalent
• Strong proficiency with Microsoft Office (Word, Excel, PowerPoint & Adobe)
• Minimum of 5 years administrative work experience, preferably in commercial property management, and supporting multiple staff
• Basic bookkeeping and record keeping skills
• Well developed time management and organization skills
• Excellent verbal and written communication and interpersonal skills
• Be self-motivated, diplomatic and able to prioritize multiple projects and competing priorities
• Customer service oriented
• Must provide clear criminal clearance certificate
• Strong attention to detail

Cushman & 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 HRServices@cushwake.com. Please refer to the job title and job location when you contact us.

Cushman & 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 a respecter l’equite en matiere d’emploi. Notre objectif est d’offrir un milieu de travail diversifie, inclusif et exempt d’obstacles. Si vous etes une personne handicapee et que vous avez besoin de recevoir l’offre d’emploi dans un autre format ou d’acceder a toute autre mesure d’adaptation au cours du processus d’embauche, veuillez soumettre votre demande par courriel a canadarecruitment@cushwake.com. Veuillez mentionner le titre de poste et le lieu de travail au moment de communiquer avec nous.