Administrative & Office Services Assistant (18-Month Contract)

Please note: This is an 18-month contract role, with possibility of extension or permanent hire

Purpose

To provide administrative support to the Commercial Operations team and Office Services to maintain the overall management of the corporate head office.

Main Responsibilities and Activities

Commercial Team Administrative Support:

• Distribute incoming daily mail and satellite courier packages.
• Contractor's Liability Insurance – maintain Master SKPM Approved Contractor-Supplier list and ensure all contractors (on list) submit valid and up-to-date liability insurance certificates; record and update list, save certificates in pdf format in P drive.
• Assist PM's with landscaping and snow removal contract processes.
• Track contract process in Excel (attend weekly meetings as needed)
• Prepare contracts ensure that WSIB and liability insurance requirements are met.
• Send and receive contracts ensuring full execution of contracts.
• Check Commercial Operations print/copy/fax station periodically throughout the day; distribute faxes, replenish supplies (paper) as needed.
• New Property Acquisitions – assist Property Managers and Property Administrators with set up of new files (i.e. operations / tenant files).
• Property Terminations – assist Property Managers and Property Administrators with packing and inventory of files to be sent to new PM organization or owner.
• Responsible for maintaining Commercial Division filing system:
  • Label drawers​
  • Maintain and update filing cabinet map/directory
  • Purge and organize filing cabinets (as needed or instructed)

Offices Services:

• Ensure general office tidiness and cleanliness. Liaise between Head-Office Property Manager and staff regarding office building concerns or complaints.
• Check staff lunchroom and Executive kitchen daily; tidy and replenish supplies as needed.
• Monitor office and lunchroom supplies and submit orders to Receptionist as needed. 
• Monitor general neatness of meeting rooms and tidy up as needed.
• Assist, as needed, with meeting preparations (i.e. setting out beverages etc.).
• Coordinate annual purging of files for all departments.  Maintain master storage list 35 The Links Road
• Ensure staff training (if needed) on, and regular maintenance for, all copier, fax and printer equipment for Head Office, commercial and residential sites.
• Oversee office set-up at satellite offices.
• Oversee and manage vendors – Janitorial, Copiers, Printers, Shred-it, Kitchen Supplies, Imperial Coffee etc
• New employee onboarding
  • Obtain fob, alarm code, parking details through Receptionist.
  • Workstation to be clean, set up and stocked with supplies.
  • Name plate.
  • Staff contact sheet given to employee.
  • Phone set up & training.
  • Office tour - photocopiers, health & safety, inventory, kitchen.
• Fire Warden/Drills

Reception (as required for breaks, vacation, sick days etc)

Relief:

• Answer all incoming calls and handle caller's inquiries whenever possible.
• Re-direct calls as appropriate and take adequate messages when required.  
• Welcome and direct visitors to appropriate staff person or meeting room. 
• Ensure the reception area is kept organized.

Administration:

• Distribute incoming mail.
• Ensure postage for outgoing mail.
• Deliver mail to post box each afternoon.
• Prepare and track all courier deliveries.
• Receive commercial tenant rent cheques; code, date stamp and enter into Excel rent merge file. Distribute cheques to Property Administrators.

Qualifications

Education:

• College Diploma/University Degree, in related acumen

Experience:

• Three (3) to five (5) years of reception and administrative experience within the service industry.
• Preference - experience in a Property Management environment.

Skills and abilities:

• Actively supports our values of: Honesty, Integrity, Respect, Trust
• Excellent communication skills.
• Strong multitasking and organization skills
• Problem solving skills.
• Precise with attention for detail.
• Independent worker, good ability to work with minimal supervision.
• Personable, customer service oriented
• Stress tolerance, work well under pressure.
• Standard keyboarding and computer skills, ability to use Excel and Word.
• Motivated to learn and grow within the position.

Thank you for your interest in Sterling Karamar Property Management.

Please note that applications from all interested individuals are appreciated; however, we will only contact candidates that are selected for advancement.

Sterling Karamar Property Management values diversity in the workforce and is an equal opportunity employer. We welcome and encourage applications from people with disabilities and offer reasonable accommodation upon request for candidates taking part in all aspects of the selection process.

Please note that our Corporate Offices are scent-free work environments.