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About the Role

The primary role of this position is to assist the Senior Manager, Construction Services and the Construction Services team with daily administrative and support duties.

Responsibilities

• Provide administrative support for the Senior Managers, Construction Services and the Construction Services team.
• Prepare monthly reports as requested by managers.
• Prepare monthly department invoices that are issued/distributed to ensure fee schedules are maintained.
• Maintain accurate filing records (both electronic and hard copy), including drawings and close-out documents.
• Schedule and prepare minutes of meetings and agenda.
• Maintain and distribute monthly info sheets for active/pending construction projects with current information including budgets, design renderings, schedules and current.
• General word processing and excel spreadsheet duties.
• Order department stationary supplies.
• Data entry into Yardi as required (capital budget/amortization schedules, forecasts and accrual processing).
• Process budget coding changes for project-related costs.
• Perform full cycle accounts payable support, including purchase order and invoice processing, tracking and reconciliation.
• Review, reconcile and ensure completeness and accuracy of data on accounts and code monthly construction draws requested by the contractors and consultants ready for a Manager’s approval.
• Liaise with accounting personnel to ensure timing turn-around of draw payments to meet contractual obligations.
• Communicate with outside contractors AR/AP to resolve minor payment discrepancies.
• Obtain and manage an accurate ‘form’ library for local municipal applications, including building permit applications, site plan applications, zoning variances etc. necessary for the construction department.
• Assist construction personnel in preparing presentation materials in both electronic and hard copy format for RFQ/RFP or tender submissions, and client presentations.
• Draft and issue purchase orders, work permits, contracts, work orders, security escorts, and pass card request forms.
• File all start up and close out documentation for projects, preparing any final close out memos.
• Work in cooperation with other administrative staff for the development and implementation of effective procedures for the continuous improvement of the office operations.
• Perform additional required functions as required by the manager from time to time to maintain an efficient department.
• Provide reception relief as required.

Requirements

• Education acquired at post-secondary level or equivalent e.g. one year Community College.
• More than two years and up to and including four years’ experience in administration.
• Ability to perform multiple tasks in a busy office environment.
• Strong written and verbal communication skills.
• Ability to learn new processes quickly.
• Ability to work independently.

Skills

• MS Office software
• Yardi

Experience Level

• 2-4 years experience in administration

Education Level

• Post-secondary education or equivalent (e.g., one year Community College)

Salary/Compensations

• $43,300.00 - $58,600.00 annually

Benefits

• 3 weeks of vacation per year
• 3 paid personal days per year
• Half-day every Friday before a long weekend
• Eligible to participate in our annual performance based bonus program
• A comprehensive health benefits plan that supports you and your family
• Up to $2,000 annual education allowance
• Up to $5,000 annual mental health coverage
• A friendly, welcoming, and supportive culture
• Many social and team events!

About the Company

• GWLRA is a leader in both the commercial and multi-residential real estate industries.
• We believe in generating value by creating vibrant, sustainable communities that engage, excite, and inspire.
• Our people live our values through the work they do and the results they deliver.
• Our core values are keeping our word, working better together and embracing diversity.
• Learn more about our commercial and residential businesses, our values, and careers at GWLRA.

Equal Opportunity

• GWL Realty Advisors is an equal opportunity employer.
• It prohibits discrimination based on age, color, disability, national origin, race, religion, gender, sexual orientation, and any other legally protected class in accordance with applicable federal, provincial and local laws.
• We are committed to creating and maintaining an inclusive and accessible workplace.
• If you are contacted for an interview and require accommodation during the interviewing process, please let us know.