Bilingual real estate administrative/ invoicing assistant

Our client is seeking a dynamic and versatile Bilingual Administrative Assistant for an immediate start.

What makes this role unique:

This key position is ideal for someone who excels in rigorous administration and provides impeccable customer service. Great comfort with a high volume of invoicing (Accounts Payable and Tenant Billing) is essential and will be a major focus of your success.

Join a team that values excellence in a professional and stimulating environment!

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.

Summary
Interested in this position?

Send us an email anytime at dorine.sportouch@randstad.ca

If you know anyone interested in administrative support positions, please feel free to provide them with our contact information. We will be happy to help them!

For more information on this and all other positions currently available, visit www.randstad.ca.

We look forward to receiving your resume!

All resumes received will be considered equally.

Only selected candidates will be contacted.


Randstad Canada, 525 Viger Avenue West, Suite 501, Montreal, Quebec H2Z 0B3

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.