Bilingual Real Estate Administrative/Invoicing Assistant Job at Randstad (Montréal)

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

Randstad - All Job Offers

Select Country

Bilingual Real Estate Administrative/Invoicing Assistant

Job Description

Job Responsibility

Requirements

Nice to have

What we offer

Looking for more opportunities?

Bilingual Real Estate Administrative/Invoicing Assistant

Pharmacy Technician

Pharmacy Technician

Senior Environmental Advisor

Pharmacy Technician

Business Development Executive - Process Engineering

Executive II, Content Marketing

Civil Supervisor – Pavement & Rehabilitation

Structural Engineer

Our AI answers in your language