Junior Administrative Assistant

Job Title: Junior Administrative Assistant
Reports To: SVP, Construction & Engineering
Department: Construction & Engineering

Position Summary

Provide administrative support with a high level of accuracy to the greater Construction Team.

Responsibilities:

• Provide support to the greater administrative team on the issuance of Purchase Orders for VMC and High-Rise Residential groups;
• Assist on a monthly basis with printing Yardi reports;
• Assist with New Vendor setups for both VMC and High Rise residential groups;
• Management and preparation of senior team member expense reports;
• Assist in the coordination and booking of travel (Air / Car) for senior team members;
• Mail room duties – Pick-up / distribute and drop off mail and couriers for delivery;
• Provide Reception telephone relief as required;
• Manage in house archive storage documents, retrieving items such as archived drawings when requested;
• Play an important role in document control, assisting with ACC folders and help APM/PMs keep folders up to date;
• Assist with maintaining the construction vacation tracker and weekly calendar;
• Assist with team functions, special occasions, corporate events etc.;
• Other administrative duties that arise.

Academic/Professional Requirements:

• College Diploma and Three-year Bachelor’s Degree in Business or Secretarial field;

Required Skills/Experience:

• Minimum one year Administrative Assistance experience or equivalent;
• Excellent organizational skills, superior time management and multi-tasking skills;
• Strong proficiency in MS Word, Power Point, Excel, Outlook and desktop publishing is required as well as knowledge of various types of office equipment;
• Works well independently as well as in a group environment;
• Must exercise tact and diplomacy in dealing with both internal and external contacts;
• Excellent oral and written communication skills and must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization.

Values

The Associate must be client focused, advocate and communicate a positive image of the company, both internally and externally. The Associate shall take accountability for decisions made and conduct oneself in a respectful and ethical manner in representing the company’s interests. The Associate shall demonstrate entrepreneurialism and behave like an “owner” in carrying out daily tasks and responsibilities; demonstrating creativity and resourcefulness in achieving desired results. The Associate is expected to be a team player and work effectively with colleagues and associates in terms of input, sharing of ideas and working to achieve common goal.

We are an equal opportunity employer committed to an inclusive and accessible recruitment and selection process. If you are contacted about an employment opportunity, please advise if you require accommodation.