Administrative Assistant-Real Estate
OPPORTUNITY:
Devron is in search of an exceptional Administrative Assistant- Real Estate to join our team. The culture at Devron is extremely flat, encouraging autonomy and collaboration across all roles and a strong sense of team. Reporting to the Controller, the Office Manager will be the lifeblood of the organization managing day-to-day operations in the office while supporting all departments.
POSITION DETAILS
Salary: $24.18/hr for 35 hours/week
1 Vacancy
Start Date: As soon as possible
RESPONSIBILITIES:
CORPORATE
- Act as the first point of contact in person, via phone and through e-mail
- First point of contact for any questions from customers, vendors or general inquiries
- Assist with health and safety procedures
- Manage and maintain all office hardware and supplies including ordering supplies and managing maintenance contracts
- Oversee day to day maintenance of the office by creating and enforcing policies
- Manage incoming or outgoing mail
- Assist with managing boardroom and calendars as requested
- Help prepare memos, letters and power point presentations as directed
- Manage and plan corporate and public events such as quarterly events, monthly in-house team events, birthday events for staff, cultural building initiatives and corporate social responsibility (CSR).
- Arrange ordering and delivering of office groceries each week and keeping stocked.
- Experience using CRM software (Avesdo)
FINANCE
- Manage project accounts payable (AP) from start to finish, including all vendor communications and entry into various accounting software
- Co-ordination with vendors regarding credit applications, banking details, account reconciliations, rectifying errors and opening and closing of accounts
- Adhere to strict deadlines for month end accounting close including managing teams deadlines relating to accountingAssist accounting team with monthly payment process
- Other duties as assigned by the controller
CUSTOMER CARE
- Act as the first point-of-contact for current customers on inquiries related to the projects
- Draft legal documents related to purchaser amendments
- Coordinate relevant key communication pieces for all purchasers, including but not limited to; occupancy letters, unavoidable delay notices and Tarion notifications
- Dissemination of homeowner email communication “Periodicals” and managing responses
- Assist with various departmental projects
SALES & MARKETING
- Monitor and respond to all incoming inquiries on Devron projects; foster relationships with appropriate sales brokerage to relay information and stay up to date on responses
- Online Community Management: monitor Devron social media channels for public remarks, ensure that Devron residences are not found on MLS, Kijiji or other listing platforms
- Coordinate elements of new “office” set-up & tear-down for current and future projects (Sales Offices, Customer Care Office etc.); securing cleaners, ordering supplies, managing internet and phone service
- Assist with public-facing events; attendance management, vendor and collateral coordination
- Send , internally developed mass project marketing email communications and managing responses
- Assist with awards entries for new projects (industry and Sales & Marketing)
- Assist with various departmental projects
CONTRACT MANAGEMENT
- Prepare all documents to be sent with the contract
- Incorporate critical docs, award meeting notes within the contract body
- Ensure the current sets of drawings are included within the contract docs
- Request schedule of values, form 1000, WSIB and certificates of insurance
- Residential real estate development experience on large projects ($50 million +)
QUALIFICATIONS:
- Proven office management experience
- Strong working knowledge of Microsoft Office, Quickbooks and Beanworks
- Excellent interpersonal skills, with emphasis on communication; both verbal and written
- Ability to follow directions, learn quickly and work independently
- Excellent organizational skills with an ability to multitask
- Attention to detail and accuracy
To be successful in this role you will need to be a passionate and enthusiastic individual who relishes the chance to take ownership of this role and make it their own.