Real Estate Services Assistant - Burnaby, Canada - Metro Vancouver

Metro Vancouver

Verified Company

Burnaby, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Department:
Procurement & Real Estate Services

Employee Group:
Teamsters Local 31

Location: 4515 Central Boulevard, Burnaby

Salary Range/ Wage Rate:
PG T17 $2, $2,724.55 bi-weekly

Our Procurement & Real Estate Services Department is seeking a Real Estate Services Assistant (Program Assistant I) who will support and assist our Real Estate Services Division and the Department as a whole.

You are:
An administrative professional who is self-motivated and thrives in a fast-paced environment.
You are approachable, have excellent written and verbal communication skills, are organized and detail oriented; dependable and reliable; and personally invested in supporting others and providing exceptional service to a team of professionals.

This role:

Assists in coordinating and facilitating the Division's activities related to legislative mandates and services; tracks the processing of permits, approvals, and orders; advises staff of pending deadlines and information requirements, keeps senior staff informed of status of various activities; coordinates efforts to resolve issues of nonpayment of fees or appeals/reviews of fee assessments; and maintains and prepares timesheets for department staff.
Handles Real Estate Services databases and relate inquiries, maintains, and controls a variety of records, files, and statistics related to departmental operations; reconciles and balances complex activity control information requiring procedural determinations; performs non complex calculations as required; generates lists, invoices, and other information from databases and spreadsheets, identifies unutilized project resources and brings to the attention of a superior; monitors charges assessed for activities; and issues payments, purchase orders and requisitions as required.
May supervise the work of one or more subordinates engaged in clerical and office support tasks and request temporary clerical assistance as required.
Develops, and upon approval, implements new and/or improved office methods and procedures to increase efficiency and accommodate department requirements and work schedules; prepares and maintains documentation on current and new procedures.
Composes non routine correspondence, as required; types, edits and formats a variety of material including reports, correspondence, agendas, notices, permits and other documents.
Assists in planning and arranging logistics related to committees, information meetings, seminars, events and workshops; gathers, organizes, posts and distributes materials; attends meetings, takes minutes or carries out action items and assignments from meetings as required; obtains information from external sources on assigned projects; researches file documentation; and follows up on phone and written information inquiries.
Monitors divisional administrative budget expenditures and checks that expenditures have been allocated to appropriate accounts; investigates variances between budgeted and actual expenditures and takes corrective action or notifies superior of potential cost over runs.
Performs related work as required.

To be successful, you have:

Completion of Grade 12, supplemented by business, administrative and computer courses, preferably completion of a certificate program in office or business administration, plus considerable related experience; or an equivalent combination of training and experience.
Considerable knowledge of the functions, regulations, and procedures governing divisional activities as related to the work performed.
Considerable knowledge of office practices and procedures and of business English, spelling, punctuation and arithmetic and technical terminology applicable to the work performed.
Sound knowledge of the organization and functions of the department and related Metro Vancouver Regional District departments.
Ability to assist in the coordination of divisional activities and to assess and act upon information requirements.
Ability to work with mínimal supervision and to develop and implement upon approval new and/or revised work methods and procedures.
Ability to establish and maintain effective working relationships with a variety of contacts, provide information and assistance and function effectively while dealing with contentious matters.
Ability to arrange meetings, prepare agendas, take minutes, and follow up on actions from meetings.
Ability to plan, assign, supervise and check the work of a small group of subordinates engaged in clerical and office support tasks.
Ability to communicate effectively both verbally and in writing.
Ability to compile, maintain, and control a variety of records, reports, and files, to compose non routine correspondence, and type a variety of material.
Driver's Licence for the Province of British Columbia.