Administrative Assistant

Administrative Assistant speaks to administrative assistant jobs, what is an administrative assistant and how to become an administrative assistant.

The AA reports to the Facility Manager and will coordinate and provide Administrative Support to the operations team.

This information is provided as general interest for all interested parties. It may be used by Human Resource personnel as a base to develop job requirements for positions required to be filled within your company. It may also be used by job seekers to provide an understanding of advertised job positions and allow them to write their resume in a manner that suits the advertised or nonadvertised position.

This information was gathered and collected from many job posted sources, newspapers (jobs Section) business magazines, company websites and the internet in general. It presents a cross section of the needs and requirements of many diverse industries especially the building facility management, operations and maintenance requirements. This position is of much importance to standardizing office procedures.

Responsibilities:

Direct clients and visitors to the appropriate staff member;

Receive, direct and deliver telephone and fax messages as well as receiving & distributing internal & external mail, prepare, distribute and sign for ingoing and outgoing courier packages, open and date stamp all general correspondence;

Assist in the planning and preparation of meetings, conferences and conference calls and coordinate operations meetings including ordering refreshments and taking meeting minutes;

Raise purchase orders requisitions on behalf of the Facility Manager, Maintenance Supervisor and others at the site office and manage receipt of goods and services and provide administrative support to the Facility Manager and others at the site office (training, expense reports, travel arrangements, meeting rooms, filing, etc.);

Assist Facility Manager with budgeting, reporting and tenant relations including the preparation of the Annual Budget, BMP and other related reports when requested, preparation of letters, presentations and spreadsheets as required, as well as the preparation of monthly open purchase order and outstanding invoice reports.

Maintain and update employee, tenant and vendor contact lists, emergency contact lists, training record and database, vacation/sick leave requests tracking database;

Ensure ISO compliance and maintain office records in accordance with the QMS guidelines.

Manage local office requirements including ordering office and kitchen supplies and raising IT requests, and work with IT to resolve office computer, fax, photocopier, cell phone and regular phone issues.

Perform vendor setup and routine maintenance activities including investigating vendor payment issues.

Direct team members’ HR, Benefit & Payroll enquiries when required;

Provide vacation relief and backup to other team members when required;

Assist Portfolio Manager and Ops Manager when requested and other related duties as assigned by the Facility Manager.

Administrative Assistant Skills

Knowledge, Skills and Experience:

Minimum 3 years administration experience with exceptional customer service and interpersonal skills;

Strong organizational, planning and time management skills: Prioritization and multi-tasking skills a must with the ability to meet strict deadlines in a busy work environment;

Experience working in property/facility management an asset.

Education and Qualifications:

Minimum Grade 12 and either a College Level Business Administration diploma or equivalent experience level.

Proficiency in Microsoft Office, including Word, Excel, Outlook, Access, PowerPoint.

Experience with JD Edward Enterprise One an asset.

Ability to obtain security clearance as required.

Administrative assistant Administrative Assistant

Building Administration Support

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