Administrative Assistant, Construction Services - Toronto, Canada - Brookfield Properties

Brookfield Properties

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Location

Brookfield Place - 181 Bay Street

Business

At Brookfield Properties, our global network and relationships are here for our tenants and partners — wherever they are in the world.

Where going to work never feels routine.

We integrate commercial real estate with world-class shops, restaurants, and entertainment, creating spaces where work and play don't just coexist, but thrive.

If you're ready to be a part of our team, we encourage you to apply.

Job Description:

The primary responsibility of this role as support staff is to assist and relieve Construction Project Managers of administrative details and assist Coordinator with a variety of projects.

RESPONSIBILITIES:

Responsibilities include electronic filing and data entry and updating spreadsheets and supporting the whole team. Requires strong organizational, computer skills, excellent interpersonal skills, project coordination, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors/contractors.
Process all invoices for the department and review for correct billing addresses, progress billing totals, and disbursement backup. Request invoice revisions from vendors when corrections are required.
Create purchase orders for the Department.
Create and update vendor records in Yardi.
Manage Cost Summaries and prepare Construction fee invoices.
Accurately prepare CCDC contracts and distribute them through DocuSign.
Assist in updating the Tenant Design & Construction Manuals.
Assist in the preparation of Tenant Leasehold Improvement Allowance Requests.
Work permit coordination: Prepare and maintain work permits.
Organize and maintain construction project files as directed by Project Managers, file and save all project closeout permit documentation under construction directory for all complete projects and keep updated tracking spreadsheets.
Act as liaison with all internal and external clients/departments on special projects and support coordination of closeout documents associated to construction tenant deposits.
Filing electronic building drawings plans, electrical, mechanical, and architectural, structural, fire and life safety, saving copies and renaming copies to the department naming convention for easy finding/identification.
Assist with annual drawing audit reviewing and updating the requirement space plans for the SLA's for the coming months.
Sending out courier packages as required and needed.
Assist with internal communications with staff as well as clients as needed, follow up with contractors, suppliers, and staff members on a variety of issues as required.
Demonstrated ability to prioritize tasks effectively and satisfy the administrative needs of multiple project managers.
Maintain a high degree of confidentiality and discretion regarding all matters and documents.
Assist with various special projects.
Other duties as assigned

QUALIFICATIONS

SERVICE / PERSONAL SKILLS:

Strong organizational skills with ability to manage multiple projects simultaneously.
Must have good grammar, ability to write clearly and concisely, and be able to communicate with professionalism.
Excellent interpersonal and communication (written & verbal) skills.
Must be able to work in a teamoriented environment.
Ability to work without direction and be selfmotivated to solve problems.
Regular attendance on site is an essential function of this position.
Must be able to work consistently as scheduled during normal business hours.

EXPERIENCE & TECHNICAL SKILLS:

Two to three years of related experience in a corporate/department administrative role. Previous experience in property management or construction administration is an asset.
Prior AutoCAD experience is required.
Proficient in using software programs such as Microsoft Outlook, Word, Excel, Adobe is an asset.

We are proud to create a diverse environment and are proud to be an equal opportunity employer.

Accordingly, we will accommodate the needs of all qualified applicants with disabilities during the recruitment and selection process in accordance with the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act.