Administrative Receptionist

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Date Posted: 1/5/2022

Location: Montreal Office, QC, CAN

Reference No.: 2021-9128

Department: Property Management

Position Type: Full Time

Job Grade: B

This position is based in Montreal, Quebec 

 

  • Role impact:

    To provide reception and generalized administrative support to various departments in the Montreal Office including development, finance, leasing, legal, and operations. Responsibilities include but are not limited to typing correspondence, preparing and distributing office documentation, coordinating and overseeing office mail and courier requirements, answering and directing phone calls, overseeing office maintenance and supplies.

     

  • What you will deliver:

    Reception Services

    Responsible for providing seamless reception coverage of the Montreal Office including, but not limited to:

  • Answering telephone calls and transferring to the appropriate department, individual, or voicemail as required while ensuring all callers are treated promptly, professionally and courteously in keeping with Cadillac Fairview’s corporate image;

  • Greeting and directing all office visitors in a timely, courteous, and professional manner;

  • Responding to service requests from office employees and relaying them to the building management team as required;

  • Maintaining boardroom bookings and perform relevant office database management (employee lists, extensions, birthdays, etc.);

  • Maintaining and relaying current company information to office employees via email, memo, or verbal communication as well as ensuring digital and hard copies are up to date and appropriately distributed;

  • Maintaining appearance and upkeep of main reception area.

  • Mailroom Services

    Responsible for sending, receiving, and distributing all office correspondence such as mail and packages, including, but not limited to:

  • Handling incoming mail and courier packages and ensuring timely and accurate distribution of correspondence;

  • Daily distribution of daily internal mail;

  • Facility and Office Services:

  • Provide and maintain courteous, professional, and efficient service to internal and external clients by responding to requests for services and information in a timely manner;

  • Redirecting inquiries beyond own scope of expertise in order to maintain good customer service;

  • Support property office services team for maintenance and repairs of essential service work to the office including regularly scheduled maintenance and ad hoc requests;

  • Conduct regular maintenance reviews of office common areas;

  • Ensure a high level of service to all departments and respond appropriately to emergencies or urgent issues as they arise;

  • Responsible for general office supplies and maintenance activities (kitchen/lounges/facility/meeting rooms):

    • Responsible for ensuring meeting rooms are ready to conduct business

    • Responsible for ensuring consistent distribution of stocked kitchen supplies including dishware, flatware, paper products, cleaning supplies, coffee and coffee related supplies, water filters, light bulbs, special order items, etc. 

    • Responsible for ensuring consistent ordering and distribution of office supplies including pens, paper supplies, printer ink and toners, notebooks, file folders, etc.

    • Report deficiencies to property teams as required and perform follow ups to confirm resolution

  • Responsible for access card and alarm code activation and cancellation requests;

  • Administration

  • Ensure accurate coding and processing of purchase requests, purchase orders and invoices as directed;

  • Complete administrative duties and prepare reports as directed;

  • Perform other duties as assigned by management;

  • Adhere to set procedural guidelines using professional judgment and initiative with a focus on customer service.

  • Preparing and sending mailed correspondence to clients and suppliers. Providing shipping confirmation to appropriate parties as required;

  • Working with couriers to ensure timely and accurate delivery of packages including sensitive legal documentation;

  • Reconciliation of courier invoices;

  • Ensuring appropriate maintenance of funds in stamp machine.

 

What you need to succeed:

  • High school diploma or equivalent

  • Certificate/diploma in Office Administration an asset

  • Strong customer service skills

  • Minimum twelve months related work experience. Exposure to Real Estate / Property Management field an asset

  • Computer literate and proficient in Microsoft Office (Word, Excel, PowerPoint) and Google Workplace (Mail, Drive, Groups, Docs, Sheets, Slides)

  • Strong written and verbal communication skills in both English and French

  • Strong keyboard and data entry skills

  • Strong attention to detail

  • Strong organizational skills

  • Strong interpersonal skills

  • Able to work independently with minimal supervision

  • Tactful and diplomatic 

  • Ability to work in a fast paced environment with the ability to effectively prioritize and multi-task

  • Self-motivated and flexible

Why you should join us:

At Cadillac Fairview we have been transforming communities for over 50 years.  We are so much more than our properties.  We are building leaders at all levels.  We offer the challenge of interesting work, a great organizational culture, the opportunity to collaborate with the best in the business, and support for your growth and development.  We reward values-based behavior and superior results with a competitive rewards package that includes best-in-class benefits and pension.  Imagine a place where you can make a difference!

 

At CF our everyday actions and critical business decisions are guided by our CF Values. Achieving results is naturally important for us and we achieve results through behaviours that are consistent with our CF Values.

 

Are you someone who believes in our values?

 

  • Aim Higher – we strive to exceed expectations
  • Own Your Expertise – we empower ourselves and each other
  • Collaborate Effectively – we bring the right people together to get the right results
  • Engage with Empathy – we objectively consider the needs of others
  • Embrace Change – we drive, learn from, and adapt to change

 

At CF you’ll join a diverse community and award-winning team where your talent and commitment to excellence are welcomed, valued and respected.  We’re ready to meet you there – are you?

  

CF is an equal opportunity employer and is committed to creating a diverse and inclusive environment.  If you need reasonable accommodation during the recruitment, assessment, and/or selection process, please notify your CF contact or email cfcareers@cadillacfairview.com.

 

CF currently has a vaccination policy that is a condition of employment.