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Bilingual Real Estate Administrative/Invoicing Assistant

https://www.randstad.com Logo

Randstad

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Location:
Canada , Montréal

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Category:
Real Estate

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Contract Type:
Not provided

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Salary:

58000.00 - 65000.00 USD / Year
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Job Description:

Are you an experienced administrative professional looking for your next challenge? Are you interested in the field of property management? Do you want to work for a highly reputable company who manages premium buildings in the heart of downtown Montreal? If so, this could be the role for you! Our client, one of the largest landlords of first class properties is looking for a dynamic and versatile Administrative Assistant!

Job Responsibility:

  • Assist the property manager in his administrative tasks
  • Respond to tenants' requests for services (by telephone, email or Angus)
  • Ensure tenant services, tasks and requests are assigned to appropriate technicians
  • Follow up with technicians and close work orders and complete them for billing
  • Produce and send notices to tenants
  • Work with the security team to manage the building access card system
  • Send tenant manuals to new tenants and coordinate onboarding
  • Update digital or printed media in the common areas of the building
  • Maintain a summary of building contracts
  • Creation, sending and monitoring of all purchase orders (PO)
  • Manage receipt of all invoices
  • Match incoming invoices with existing purchase orders
  • Upload and process all invoices in AVID
  • Add additional documents to the invoice and purchase order (calendars, quotes, approvals, etc.)
  • Ensure that invoices are processed and sent to headquarters within two weeks
  • Send, receive and process quotes approved by tenants
  • Compile all supporting documents for invoicing and ensure that the request is transferred to the property manager
  • Once the work is completed, send the final documentation (quotation, purchase order and invoice) to the accounting department
  • Coordination of office equipment (stamp machine, printers, etc.) and all ordering stationery
  • Obtain technicians' working hours and submit monthly accounting to the property manager
  • Submit to head office once validated
  • Perform petty cash and expense reports
  • submit the compilation to property manager for final validation before transferring it to the property accountant
  • Maintain contact details of tenants and suppliers
  • Collaborate with suppliers and head office to ensure certificates insurance are compliant
  • Track and control parking requests and monthly payments
  • Enable and disable access cards

Requirements:

  • Fluently bilingual, both written and oral
  • Hold a Diploma of Collegial Studies (DEC - administration) or hold a Diploma of Vocational Studies (DEP - secretarial) and two (2) years of relevant experience
  • Knowledge of the Microsoft Windows operating system and Office softwares including Word and Excel
  • Knowledge of Adobe (to manage PDFs)
  • Very comfortable with computer software systems

Nice to have:

  • Knowledge of the Angus software is an asset
  • Knowledge of the Avid software is an asset
What we offer:
  • Permanent position, 35 hours/week
  • Paid indoor parking spot
  • In office position four days a week and possibility of working remotely one day per week
  • Summer half-days
  • Flexible working schedule
  • Competitive salary and end of year bonus
  • 3 weeks vacation, 6 personal days and 10 sick days
  • Comprehensive insurance plan paid for by company

Additional Information:

Job Posted:
May 04, 2026

Expiration:
June 28, 2026

Employment Type:
Fulltime
Work Type:
Hybrid work
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