Our client in the property management industry, located in the Mississauga area, is seeking an Administrative Assistant to join their team on a contract basis for two months, with the possibility of extension or permanent employment.

The ideal candidate will have at least two years of administrative experience, a quick aptitude for learning new software, and strong teamwork skills. Experience with Yardi is a plus. This is an on-site position.

Roles and Responsibilities

• Provide professional services to tenants and address basic inquiries.
• Assist in coordinating tenant move-ins and move-outs.
• Implement special activities and programs to enhance tenant experiences.
• Answer incoming calls and direct inquiries appropriately.
• Maintain cleanliness and organization of office common areas.
• Manage incoming and outgoing mail and couriers.
• Assist with office equipment maintenance and IT issue resolution.
• Maintain electronic and hard copy filing in accordance with guidelines.
• Prepare, edit, and proofread documents, correspondence, and reports.
• Update and maintain databases of tenants, contacts, and suppliers.
• Assist with accounts receivable tasks, including rent collection.
• Manage meeting room schedules and bookings for the building/portfolio.
• Prepare monthly janitorial vacancy reports and credits.
• Participate in yearly Fire Warden Drills and maintain tenant Fire Warden lists for assigned properties.
• Reconcile and code supplier invoices for payment processing.
• Assist in coordinating marketing and tenant events.
• Monitor and report on marketing campaign performance.
• Conduct market research and gather industry insights.
• Assist in event planning and coordination.
• Promote environmental sustainability in building operations.

Qualifications and Experience  

• Completion of a post-secondary education; a business degree is preferred.
• Experience with Yardi is advantageous.
• Customer service experience is an asset. 
• Accounts payable experience is an asset. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent communication and customer service abilities.
• Detail-oriented with a focus on accuracy in administrative tasks.
• Ability to work independently as well as collaboratively in a team-oriented environment.

We’re an equal opportunity employer committed to increasing diversity and inclusion in today’s workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Minorities, women, LGBTQ candidates, and individuals with disabilities are encouraged to apply. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.