Administrative Assistant

Full Job Description

Westcliff Group is a family-owned company headquartered in Montreal and has been operating in the real estate sector for over 50 years. The company's growth over the years is based on its expertise in developing, constructing, and managing large-scale real estate projects in Canada and the United States. The company employs approximately 500 employees across its various properties, with 100 employees at the headquarters. The company manages over 32 properties in Quebec and the Maritimes, totaling over 10 million square feet.

Located at Exit 22 East on Highway 25, Galeries Terrebonne is the only shopping center in the region. Including Maxi, Sports Experts/Atmosphere, Renaud-Bray, Ardène, and Meubles RD. Galeries Terrebonne offers customers an excellent selection of sought-after fashion brands and specialized retailers.

Do you want to join a dynamic, experienced, and warm team with family values? Do you feel excited about contributing to the success of a well-established Canadian company? We are looking for an Administrative Assistant.

The Opportunity

Reporting to the General Manager of Galeries Terrebonne, you will act as a resource person and assume various administrative tasks to ensure the daily activities related to property management.

To succeed in this role, the candidate must be meticulous, results-oriented, and demonstrate the ability to manage multiple tasks and establish priorities in a constantly evolving environment.

Specifically, your responsibilities, in collaboration with the Property Administrator, are as follows:

Accounts Receivable Management

• Manage the accounts receivable from tenants, including the preparation and processing of daily deposits.
• Follow up with tenants to collect rent payments.
• Support the property manager by providing information, statements, etc., to pursue the collection process (escalation) when required.
• Prepare notices of non-payment to tenants.
• Prepare the monthly accounts receivable report from tenants, explaining with precise comments the balances due and ongoing procedures.
• Work with the accounting department to prepare correspondence related to year-end reconciliation and new rent scales.
• Ensure liaison with tenants to answer any administrative and/or accounting questions related to the lease.

Schedules and Service Contracts Management

• Update and follow up on the list of critical dates for all leases such as insurance renewals, lease expiration, renewal options, and free rental periods.
• Follow up on service contracts (expiration dates, renewals, obtaining relevant documentation).
• Manage priorities; treat problems quickly, proactively, and follow projects to completion.

Management Reports and Administrative Tasks

• Support the general management in the production of monthly and quarterly reports and in the preparation of the annual operating budget.
• Provide administrative support to the office.
• Enter accounting data, manage accounts payable.
• Perform monthly reconciliation of credit cards and petty cash, and follow up on vendor accounts.

Customer Service

• Answer phone calls and emails for information requests and direct clients to the appropriate resources.
• Sell shopping center gift cards and produce daily and monthly reports related to the gift card program.
• Perform any other related tasks to ensure excellent customer service and effective support to the shopping center retailers.

Job Requirements

• Experience in managing accounts receivable and accounts payable.
• Sense of initiative and ability to work in a team.
• Great attention to detail.
• Effective time management and organizational skills.
• Demonstration of a proactive approach to problem-solving and good decision-making ability.
• Excellent interpersonal skills and ability to establish relationships with internal and external stakeholders.
• Proven ability to handle confidential information with discretion, adapt to various requests, and demonstrate a high level of customer service and responsiveness.
• Strong organizational skills reflecting the ability to execute and manage multiple tasks with excellent attention to detail.
• Ability to meet deadlines, and do so efficiently.

Qualifications

• College diploma in administration, accounting, or equivalent training/experience.
• 2 years of relevant experience in an accounting or administrative management role.
• Proficiency in the Office suite (Word, Excel, Outlook) and Sharepoint.
• Experience with the Yardi system, an asset.
• Excellent written and verbal communication skills in English and French, to communicate with external tenants and vendors.

What We Offer

• A favorable environment for a rewarding career.
• Competitive salary based on experience.
• Fulfilling professional experience.
• Permanent position of 30 hours per week, Monday to Friday, 4 or 5 days. Possibility of additional hours during holidays.
• A dynamic and collaborative environment.
• Free parking on-site / easy access to public transportation.
• Group insurance plan after 3 months of employment.

Due to the volume of applications, only the selected candidates will be contacted by our recruitment team.

Salary: $24.50 to $27.50 per hour

Benefits

• Supplementary Health Insurance
• Location: On-site