Administrative Assistant, Operations Jobs

Location

Fifth Avenue Place - 420 - 2nd Street SW

Business

At Brookfield Properties, our global network and relationships are here for our tenants and partners — wherever they are in the world. Where going to work never feels routine. We integrate commercial real estate with world-class shops, restaurants, and entertainment, creating spaces where work and play don’t just coexist, but thrive. If you’re ready to be a part of our team, we encourage you to apply.

Description

The Administrative Assistant, Operations position provides administrative support to all departments in the Fifth Avenue Place property office including Operations, Construction, Building and Tenant Services, and Security. The position demands flexibility, and a high degree of organizational skills to manage a variety of priorities and changing deadlines. This individual must have a good understanding of operational and technical issues to support communication with the Operations, Construction, and Security Managers.

Responsibilities

• Other duties as assigned
• Wear Personal Protective Equipment when required.
• Prepare letters, memos, mail merges, and spreadsheets in a timely manner
• Provide coverage for Receptionist
• Track employee vacation and leaves
• Proactively identify, manage, and mitigate hazards to reduce risk to the workplace.
• Update various databases and shared documents
• Manage filing system
• Completion and submission of payroll timesheets
• Follow up with contractors, suppliers, and staff members on a variety of issues
• Prepare employee expenses in Concur
• Engage in training and continuing education to develop the knowledge, skills, and competencies required to work safely.
• Take action to stop work if it cannot be executed safely or if conditions or behaviors are unsafe.
• Promote safe work practices and safe working conditions in accordance with all Brookfield Properties Safe Work Procedures.
• Document and distribute minutes from a variety of meetings
• Prepare and track purchase orders and process invoices in Yardi
• Embody and support Brookfield Properties’ Safety, Health and Environment Policy.
• Assist with various special projects
• Immediately report SH&E incidents, near-misses, unsafe conditions, and/or at-risk behaviors to their supervisor; then diligently work to correct the problem.

Qualifications

SERVICE / PERSONAL SKILLS:

• Friendly and courteous telephone manner is essential
• Must be able to work in a team-oriented environment
• Strong organizational skills with good attention to detail
• Excellent interpersonal and communication (written & verbal) skills
• Strong service orientation
• Ability to work without direction and be self-motivated to solve problems

Experience & Technical Skills

• Ability to learn new technical software
• Experience with Yardi, Angus, and Concur is an asset
• Strong working knowledge of Microsoft Office
• An understanding of accounts payable
• Minimum five (5) years of related experience preferably in a property management, construction, or operation/technical environment

Education / Designations / Licenses

• Administrative Assistant Diploma is an asset
• High school graduate or equivalent

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 contacted.