- Location: Montréal, Québec
- Salary: $60,000 – $65,000 per year
- Job Type: Permanent
Advantages
-Poste permanent, 35 heures/semaine (9h a 17h mais flexible)
-Place de parking intérieur payée
-Poste au bureau du lundi au jeudi et travail à distance le vendredi
-Demi-journées d’été ou jour complet ( en accumulant 30mn de plus de travail par jour pendant 1 ou 2 semaines)
-Salaire compétitif
-3 semaines de vacances,
-Plan d’assurance pris en charge par l’entreprise a 80%
Responsibilities
The employee is responsible for performing administrative tasks related to the daily management of an office building, such as:
• Assisting the Property Manager with administrative duties
• Tenant Services — General Responsibilities
Responding to tenant service requests (by phone, email, or via the Angus platform)
Ensuring that requests, tasks, and services are properly assigned to the relevant personnel
Following up with internal teams (housekeeping, mechanics, security guards) and ensuring the closing of work orders, including their preparation for billing.
Drafting, producing, and sending notices to tenants as required by operational needs
Collaborating with the security team for the management of the building’s access card system
Transmitting tenant manuals to new occupants and coordinating their integration
Updating digital and printed materials posted in the common areas of the building.
• Purchase Orders (PO) and Contracts:
Maintaining a summary of the building’s contracts
Creation, sending, and follow-up of all Purchase Orders (PO)
• Invoices – Accounts Payable:
Managing the receipt of all invoices
Matching incoming invoices with existing purchase orders
Uploading and processing all invoices in AVID
Adding supplementary documents to the invoice and purchase order (schedules, quotes, approvals, etc.)
Ensuring invoices are processed and sent to the head office within two weeks
• Tenant Billing:
Sending, receiving, and processing quotes approved by tenants.
Compiling all supporting documentation for billing and ensuring the request is transferred to the Property Manager
Once the work is completed, forwarding the final documentation (quote, purchase order, and invoice) to the accounting department
• General Office Tasks:
Coordination of office equipment (stamping machine, printers, etc.) and any stationery orders
Performing petty cash and expense reports; submitting the compilation to the Property Manager for final validation before transferring it to the property accountant
Keeping tenant and vendor contact information up to date
Drafting, reviewing, and formatting various documents: letters, notices, reports, procedures
Managing calls, emails, and internal requests
Maintaining files, records, contact lists, and administrative documents
Preparing reports, tables, statistics, or presentations as needed
Contributing to document management and archiving
• Insurance
Collaborating with vendors and head office to ensure insurance certificates are compliant
Qualifications
Must be perfectly bilingual, both written and spoken, as the candidate will be required to communicate with clients from the United States, Europe, and other regions;
Hold a Diploma of College Studies (DEC – Administration); or hold a Diploma of Vocational Studies (DEP – Secretariat) and possess two (2) years of relevant experience;
Knowledge of the Microsoft Windows operating system and Office software, including Word and Excel;
Knowledge of Adobe (for managing PDFs);
Knowledge of Angus software is an asset;
Knowledge of Avid software is an asset;
Highly comfortable with computer systems;
Excellent written and oral communication skills;
Strong sense of customer service;
Ability to manage multiple requests simultaneously and prioritize;
Rigour, organization, autonomy, and attention to detail;
Professional attitude, discretion, and reliability;
Ability to work in a team and collaborate with various stakeholders.