Receptionist/Administrative Assistant - Canada

Location: Toronto, ON
Company Name: QuadReal

Headquartered in Vancouver, Canada, QuadReal Property Group is a global real estate investment, operating and development company.

About QuadReal

Headquartered in Vancouver, Canada, QuadReal Property Group is a global real estate investment, operating and development company. QuadReal manages the real estate and mortgage programs of British Columbia Investment Management Corporation (BCI), one of Canada’s largest asset managers with a $153.4 billion portfolio.

QuadReal manages a $37.6 billion portfolio spanning 23 Global Cities across 17 countries. The company seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

www.quadreal.com

Role Description

The Receptionist/Administrative Assistant provides full reception and administrative support to QuadReal Property Group’s office. As the first point of contact for all visitors to the corporate office, the Receptionist will act as a brand ambassador for QuadReal, promoting values and service excellence in all activities and duties. The position is located at 18 York Street, Toronto, ON and the working hours are from 8:30 am - 5:00 p,m

Responsibilities

• Greet all reception visitors and assist accordingly. Ensure visitors are greeted in an efficient, courteous and professional manner
• Answer incoming calls and direct to the appropriate person. Maintain the property phone list and update the phone system program
• Ensure photocopiers, faxes and printers are loaded with paper and contact vendors for repairs and maintenance as required
• Sort incoming mail/ cheques, stamp invoices, and distribute to mail folder
• Coordinate courier and mail deliveries and track incoming packages
• Maintain a tidy kitchen and replenish supplies
• Manage setup of corporate training sessions, events and meetings, including catering, room reservation, and office contact
• Ensure meeting rooms are set up prior to meetings and assist staff with the clean up following the meeting.
• Ensure all meeting rooms are properly equipped with stationery and up-to-date resources/information (telephone lists and IT guides) and that the rooms are kept in a tidy and professional condition.
• Maintain office & kitchen supplies.
• Ensure that all tenant information and contact lists are up to date
• Maintain all property level filing, tickler systems and fixture and chattel lists.
• Review and update the work order management system to ensure that all billable work orders have been identified
• Provide assistance to tenants and contractors regarding the completion of work permits and permission to grant access forms

Experience and Qualifications:

• Two years’ related reception and administrative experience.
• Excellent oral and written communication skills.
• Ability to work independently and as part of a team; ability develop/sustain cooperative working relationships with clients, tenants and internal staff.
• Ability to allocate time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands, competing priorities and adapt to new ideas and constant changes; ability to use initiative and self-managing skills to work independently with minimal direction and respond effectively.
• Intermediate knowledge of Microsoft Word, Power Point and Excel; advanced proficiency in spelling, punctuation and grammar

QuadReal Property Group will provide reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name and your preferred method of contact.

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