Administrative Assistant

Accelerate your success at Colliers.

Why Colliers?

As one of Canada’s leading commercial real estate services firms, we are driven by our mission to accelerate success for our people, clients, and communities.

A career at Colliers gives you the opportunity to make an impact, advance your career, and collaborate with top-tier talent. Don’t just take our word for it – we’ve been recognized as a top employer on a number of prestigious lists, including Best Workplaces in Canada, Best Workplaces for Women, Best Workplaces with Most Trusted Executive Teams, among others.

***This position is for an Administrative Assistant based at Royal Bank Plaza in downtown Toronto and is site-based ***

About the role

As an Administrative Assistant within our REMS team, you'll play a pivotal role in reviewing all invoices and documentation before approvals, ensuring that each invoice is coded to the correct GL codes, and supporting the Property Management team in the overall management of the real estate portfolio. This is an opportunity to leverage your expertise to help us lead our industry into the future!

Accounting

• Verify all invoices uploaded in Yardi daily.

• Process all invoices with accurately with proper GL allocation, description and purchase orders.

• Sort invoices into CAPEX or OPS, and send them to the appropriate managers for review and approval in Yardi.

• Following up on sent invoices for approval to managers/supervisors to ensure invoices are processed in a timely manner.

• Issue all non-operational purchase orders and recurring purchase orders.

• Work with vendors to ensure invoices are submitted on time and follow up as required.

• Work with accounting and vendors to resolve any billing issues.

• Assist with updating and implementing Yardi PayScan functions primarily for recurring invoices and purchase orders.

Monthly Sales Report/Sales Report Management

• Send sales submission reminder emails to all retail tenants at the end of each month to encourage them to submit their sales reports.

• Update Sales Report Summary Sheet.

• Provide Sales Documents and Summary to Clients:

• Update Client Monthly Report with the final sales amount for each tenant & provide the report by the 20th of each month.

Tenant Coordination

• Ability to understand and interpret leases to maintain a quick lease summary with all required data.

• Create new tenant files and update the tenant contact list.

• Maintain and update the management contact list

• Prepare tenant notices, memos, and other correspondence • Assist the Property Manager with obtaining supplier and contractor quotations, preparing monthly client reports, tracking contract renewal dates, and obtaining updated insurance certificates.

• Coordinate tenant meetings for the office team.

• Collect all active COI's for retail tenants, ensure accuracy and validity.

Office Administration

• Perform general administrative duties, including mail collection and distribution to the office staff. Send courier packages as required.

• Order office and kitchen supplies.

• Answering the office phone line or door.

• Organizing Microsoft Teams files.

• Administration for tenant mailboxes.

• Assist with packaging RAN and Year-end adjustments for respective properties.

• Monitor parking passes

• Respond to general day-to-day inquiries from tenants, service providers, and contractors, and redirect specific issues to the appropriate staff member for action and resolution.

• Back up and support for the Property Administration team.

• Other duties as required.

What you’ll bring

• A minimum of two to three years of related work experience.

• Previous experience in accounting, commercial real estate, or property management is an asset.

• Advanced skills in Microsoft Office applications (MS Word, Excel, PowerPoint and Outlook).

• Yardi knowledge would be considered an asset.

• Basic accounting knowledge is an asset.

• Confident working independently and as part of a team.

• Ability to communicate clearly and concisely, both orally and in writing. 

• Possess strong organizational and time management skills with a demonstrated ability to work both independently and within a team environment.

• Exhibit a high level of professionalism and excellent interpersonal skills.

• Strong relationship-building ability, proactive, results-oriented, and resourceful.

• Ability to meet deadlines without compromising accuracy, excellent product quality and attention to detail.

#LI-KR1

#Onsite

What we offer: 

Innovative projects: Work on cutting-edge initiatives that shape our communities, drive our growth, and make a tangible impact.

Career growth: Advance your career and achieve your goals with industry-leading training and development programs.

Competitive benefits & compensation: Enjoy a comprehensive and flexible benefits package along with competitive compensation that rewards your contributions and supports your well-being.

Collaborative culture: Join our enterprising team where innovation thrives, collaboration is key, and our people are empowered to be their authentic selves and do their best work.

Diversity, Equity & Inclusion: Our robust North American Diversity & Inclusion Program features eight Employee Resource Groups (ERGs), where you can connect, learn, and contribute to a diverse and supportive community. Learn more: https://www.collierscanada.com/en-ca/careers/diversity-and-inclusion

Global network: Join a global team of 24,000 professionals across 70 countries, where you'll expand your network and learn from experts in a dynamic international community. Accelerate your career and enhance your expertise as you connect and collaborate with top talent around the world.

Applicants must be currently authorized to work in Canada on a full-time basis. The employer will not sponsor applicants for work visas.

Direct applicants only please, no agencies.

Colliers is an equal opportunity employer and values diversity in its workforce. Colliers encourages applications from all qualified individuals and will accommodate applicants' disability-related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process. If you require a disability-related accommodation to participate in the recruitment process, please contact the recruitment team by email at [email protected].