Job Detail

Location

Fifth Avenue Place - 420 - 2nd Street SW

Business

Within our office business, this conviction guides every aspect of our work. Our signature structures not only define skylines but are also true destinations — bringing together office areas, retail spaces, and dining options all in one. And our high-end design capabilities and strong sustainability practices allow us to create properties that raise the bar for real estate everywhere. It’s why the world’s most respected businesses, non-profits, and start-ups choose us as their partner.

If you’re ready to be a part of our team, we encourage you to apply.

Job Description

DESCRIPTION:
This is a full-time fixed-term (6 months) contract position. This front-line position is responsible for providing exceptional reception and administrative services to the team at Fifth Avenue Place. The ideal candidate will be able to understand and emulate Brookfield’s Commitment to Outstanding Service by providing this level of service to all internal and external customers on the phone and in person. This position demands flexibility and a high degree of organizational skills to manage a variety of priorities and changing deadlines.

RESPONSIBILITIES:
Provide reception services including greeting, screening, directing visitors, and telephone calls. Handling telephone messages and receiving/redirecting incoming mail, faxes, deliveries, and courier packages. Managing email ensuring that all requests are actioned professionally and in a timely manner.

Manage the office inventories to include:
Stationary

Kitchen Supplies

Maintain tidiness of kitchen, boardroom, printer, filing, and reception areas

Meeting Coordination:
Maintain meeting schedules for the boardrooms ensuring that the rooms are cleaned and ready before each meeting

Set up the laptop as and when required

Place catering orders when requested to do so

Managing RSVPs for various events

Assist assigned manager in coordination of “First Friday” and other staff events

Administrative support:
Prepare letters, memos, mail merges, spreadsheets, and other documents when requested

Take minutes at meetings when required and ensure that minutes are prepared in a timely fashion post meeting

Communicate and schedule with contractors regarding food court tenant monthly maintenance and update the monthly tracker.

Manage registration for BOMA events & annual membership renewals for BOMA members

Preparation of staff birthday, life events, leaving cards & gifts

Accounting Support:
Prepare purchase orders for departments when required

Processing of payables in Yardi specifically for administration & security but also other departments when needed

Reconciliation & submission of P-card & T&E card reports monthly for multiple departments

Collection of monthly Retail Sales Report and input into Yardi

Accrual preparation

Work Authorization Permits

Process and track all access permits, related insurance certificates, and WCB clearance letters same day of receipt of the permit

Distribution of approved permits daily

Send a copy of the approved permit to the requestor

Handle incomplete permits, invalid insurance, and WCB with the requestor working towards a successful outcome

Ensure an accurate filing system for both permits and insurance documents

Monitor Angus throughout the day to ensure tenant requests are completed within benchmarking schedules, following up with technicians as and when required

Add and remove employees, tenants and maintain pooling within Angus

Accounts payable for Tenant Services, Building Services, and Administration

Creation and distribution of Purchase Orders to contractors and maintaining the accounts

Work Authorization permits, distribution, and management

Assist with various special projects

Other duties as assigned

QUALIFICATIONS

SERVICE / PERSONAL SKILLS:
Impeccable communication and interpersonal skills (oral & written).

Strong service orientation.

Mature with high standards of professionalism.

A friendly, courteous telephone manner is essential.

Impeccable attention to detail.

Must be able to work in a fast-paced, team-oriented environment.

Must have an ability to manage competing priorities; have the ability to prioritize tasks and respond pro-actively

Must be able to deal with simultaneously occurring issues that might be competing for the time while maintaining a calm environment for both internal and external clients

Demonstration of excellent communication skills is essential, as well as possession of analytical and organizational skills.

Ability to determine client requirements and provide solutions to urgent needs

Ability to deal with issues that are confidential and sensitive in nature requiring professionalism and discretion.

Ability to work independently as well as part of a team.

EXPERIENCE & TECHNICAL SKILLS:
Minimum of two (2) years of administration experience

Strong customer service experience required

Receptionist and administrative assistant experience required

Angus experience is an asset

Accounts payable is an asset

Excellent computer skills with experience in PowerPoint, graphic software, and MS office including Adobe.

Excellent telephone manner and customer service skills

Ability to learn new technical software

Aptitude to multi-task and deadline oriented

Knowledge of telephone systems

EDUCATION / DESIGNATIONS / LICENSES:
Post-high school business administration qualification, or equivalent years of experience

We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be conta