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Receptionist and Administrative Assistant

job details

summary

    job details
    Are you looking for a new administrative challenge? Does a career in the field of
    real estate appeal to you?

    Are you looking to join an organization that promotes the personal development of individuals, within a team dynamic, and offers stimulating career opportunities?

    Our client, a company in the commercial real estate field, is looking to hire an administrative assistant - receptionist for their office located in Côte-des-Neiges, Montreal.

    What the company offers:
    - Permanent position;
    - 40 hours / week;
    - 2 weeks vacation;
    - 3 sick days;
    - Insurance
    - 100% face to face;
    - Stable and human team;
    - Salary range between 38k$ and 45k$ /year (depending on experience);

    Advantages
    - Permanent position;
    - 40 hours / week;
    - 2 weeks vacation;
    - 3 sick days;
    - Insurance
    - 100% at work;
    - Stable and human team;
    - Salary range between 38k$ and 45k$ /year (depending on experience);

    Responsibilities
    Receptionist Front Desk Duties:
    - Greet all office visitors in a welcoming manner (offer seating, refreshments and so on.);
    - Coordinate meetings as requested by Leasing, Accounting, or Operations; - Arrange boardroom seating, water, paper, pens, and audiovisuals prior to meetings;
    - Offer boardroom refreshments at beginning of meetings and as required.
     Order or purchase office coffee, tea, milk, sugar, serviettes, plastic cutlery, paper plates, water,
    and any other office kitchen supplies as needed and put away as required;
    - Clear the dish rack every morning and keep counters clear and clean throughout the day;
    - Learn about and master the 6-line telephone system and assist other staff in setting up message functionality, conferencing, etc.;
    - Screen and direct all telephone calls or tenant inquiries/complaints to appropriate departments;

    Operations, Accounting, and Leasing
    - Take telephone messages if required and be able to discern caller priorities and act accordingly;
    - Maintain inventory of all office and printer supplies;
    - Circulate to all staff office order deadlines and order office and printer supplies;
    - Receive all office and printer supplies and put away in designated locations;
    - Ensure all printers are loaded with paper every morning and operational;
    - Primary contact for printer support;
    - Coordinate and follow up on registered mail, courier delivery, or bailiff delivery of documents as required;
    - Compose and circulate internal memos as required;
    - Draft memos in French and English to tenants. Drafts will be proof-read;
    - Maintain color-coded filing system;

    Marketing Duties:
    - Event planning – Christmas village, Halloween, Easter. Tasks include research on yearly options available for the above holidays;
    - Coordination of holidays & sales/special advertising events on social and print media;
    - Drafts of proposed advertising content;
    - Coordination of holiday gifts and cards to all tenants and suppliers;

    Operations Support:
    - Maintain an Excel database of all Operations/maintenance requests;
    - Prioritize all maintenance requests, create all maintenance request forms for forwarding to Operations department;
    - Contact appropriate Operations or maintenance department resources as required;
    - Maintain an Excel database of all security requests/complaints;
    - Work directly with Director of Security to coordinate/expedite security requests/complaints.
    - Operations/security job postings as required;

    Leasing Support:
    - Schedule meetings with tenants as required;
    - Coordinate credit verifications for new tenants;
    - Scan and file executed lease documents and circulate internally as required;
    - Send executed lease documents to tenants as required;
    - Maintain and circulate a tenant contact list;
    - Leasing file retrieval as required;

    Accounting Support:
    - Record rental payments as required;
    -File all paid invoices;
    - Accounting document retrieval as required;
    - Annual Y/E file folder creation and labelling;

    Qualifications
    - CEGEP graduate or equivalent.;
    - Have already worked in the real estate sector;
    - Well-spoken. English and/or French (Other languages an asset);
    - Writing skills in either language;
    - A polished and professional demeanour;
    - Tidy work habits;
    - Quiet and respectful of co-workers;
    - Motivated and able to work autonomously;
    - Interest in learning about commercial real estate administration;
    - Willingness to assume new tasks and duties as familiarity with position improves;

    Summary
    Are you interested in this position? Please send your application by email to gregory.milhau@randstad.ca and kelsey.groleau@randstad.ca, and we will contact you shortly if your profile matches the criteria.

    We look forward to speaking with you.

    Human Forward !

    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.
    Are you looking for a new administrative challenge? Does a career in the field of
    real estate appeal to you?

    Are you looking to join an organization that promotes the personal development of individuals, within a team dynamic, and offers stimulating career opportunities?

    Our client, a company in the commercial real estate field, is looking to hire an administrative assistant - receptionist for their office located in Côte-des-Neiges, Montreal.

    What the company offers:
    - Permanent position;
    - 40 hours / week;
    - 2 weeks vacation;
    - 3 sick days;
    - Insurance
    - 100% face to face;
    - Stable and human team;
    - Salary range between 38k$ and 45k$ /year (depending on experience);

    Advantages
    - Permanent position;
    - 40 hours / week;
    - 2 weeks vacation;
    - 3 sick days;
    - Insurance
    - 100% at work;
    - Stable and human team;
    - Salary range between 38k$ and 45k$ /year (depending on experience);

    Responsibilities
    Receptionist Front Desk Duties:
    - Greet all office visitors in a welcoming manner (offer seating, refreshments and so on.);
    - Coordinate meetings as requested by Leasing, Accounting, or Operations; - Arrange boardroom seating, water, paper, pens, and audiovisuals prior to meetings;
    - Offer boardroom refreshments at beginning of meetings and as required.
     Order or purchase office coffee, tea, milk, sugar, serviettes, plastic cutlery, paper plates, water,
    and any other office kitchen supplies as needed and put away as required;
    - Clear the dish rack every morning and keep counters clear and clean throughout the day;
    - Learn about and master the 6-line telephone system and assist other staff in setting up message functionality, conferencing, etc.;
    - Screen and direct all telephone calls or tenant inquiries/complaints to appropriate departments;

    Operations, Accounting, and Leasing
    - Take telephone messages if required and be able to discern caller priorities and act accordingly;
    - Maintain inventory of all office and printer supplies;
    - Circulate to all staff office order deadlines and order office and printer supplies;
    - Receive all office and printer supplies and put away in designated locations;
    - Ensure all printers are loaded with paper every morning and operational;
    - Primary contact for printer support;
    - Coordinate and follow up on registered mail, courier delivery, or bailiff delivery of documents as required;
    - Compose and circulate internal memos as required;
    - Draft memos in French and English to tenants. Drafts will be proof-read;
    - Maintain color-coded filing system;

    Marketing Duties:
    - Event planning – Christmas village, Halloween, Easter. Tasks include research on yearly options available for the above holidays;
    - Coordination of holidays & sales/special advertising events on social and print media;
    - Drafts of proposed advertising content;
    - Coordination of holiday gifts and cards to all tenants and suppliers;

    Operations Support:
    - Maintain an Excel database of all Operations/maintenance requests;
    - Prioritize all maintenance requests, create all maintenance request forms for forwarding to Operations department;
    - Contact appropriate Operations or maintenance department resources as required;
    - Maintain an Excel database of all security requests/complaints;
    - Work directly with Director of Security to coordinate/expedite security requests/complaints.
    - Operations/security job postings as required;

    Leasing Support:
    - Schedule meetings with tenants as required;
    - Coordinate credit verifications for new tenants;
    - Scan and file executed lease documents and circulate internally as required;
    - Send executed lease documents to tenants as required;
    - Maintain and circulate a tenant contact list;
    - Leasing file retrieval as required;

    Accounting Support:
    - Record rental payments as required;
    -File all paid invoices;
    - Accounting document retrieval as required;
    - Annual Y/E file folder creation and labelling;

    Qualifications
    - CEGEP graduate or equivalent.;
    - Have already worked in the real estate sector;
    - Well-spoken. English and/or French (Other languages an asset);
    - Writing skills in either language;
    - A polished and professional demeanour;
    - Tidy work habits;
    - Quiet and respectful of co-workers;
    - Motivated and able to work autonomously;
    - Interest in learning about commercial real estate administration;
    - Willingness to assume new tasks and duties as familiarity with position improves;

    Summary
    Are you interested in this position? Please send your application by email to gregory.milhau@randstad.ca and kelsey.groleau@randstad.ca, and we will contact you shortly if your profile matches the criteria.

    We look forward to speaking with you.

    Human Forward !

    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.