Administrative Officer - Toronto, Canada - Hazelview Properties

Hazelview Properties

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

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Description

About the Company:

At Hazelview Properties we believe that apartments are more than bricks and mortar - they are an experience.**Started in 1999 with one small building in Oakville Ontario, we now manage a portfolio of over 200 multi-family residential buildings throughout Alberta, Saskatchewan, Manitoba, Ontario, Quebec and Nova Scotia.

Hazelview Properties takes pride in ownership and an active hands-on approach to how we manage our communities.

We are committed to fostering the long-term growth of our employees, communities and the investments we make for our clients.

It's one of the things we've always believed in, creating value for people and places.

We are committed to a diverse and sustainable future.

Vision:
_"We create value for people and places"._

Our Core Values:

Trust
Ambition
Collaboration
Ownership Mindset
Having Fun

About the Position

Reporting to the Chief People Officer, the Administrative Officer thrives in a fast-paced entrepreneurial environment and posses strong management, creative, communication and organizational skills.

This role directly manages a team of three employees. This is a full-time permanent role based at the Toronto Support Office.

Key Responsibilities:

Management - 40%

Manage the annual office services budget of $1.3M.
Develop administrative procedures with CPO and review, evaluate and implement new procedures
Manage the office services team which includes 3 Team Members (Receptionist & EA, Receptionists & Admin Assistant, and the Office Services Coordinator).
Hire, train, develop, coach and mentor team.
Conduct performance reviews for the team, set clear objectives and provide coaching and feedback continually through the year to foster engagement.
Foster and develop Hazelview's corporate culture within the office services team.
Lead the delegation of administrative tasks and projects within the team, with a focus on the teams' responsibilities and strengths. Ensure deliverables are met and projects meet their deadlines.
Create and distribute a project/maintenance status update to the CPO every 3 weeks.
Manage the office services strategy to ensure all 4 pillars (communication, environment, engagement and first impressions) are being maintained and standards are being executed by the Office Services team.
Lead the Office Services team safety/security/crisis protocols.
Mapping out potential floorplan proposals, cubicle additions, obtaining quotes and work within budget set.
Lead and manage office reconfigurations and office move plans when additional space is required. Collaborate with the People team to ensure spacing requirements are met for stretch positions.

Communication & Strategy 35%

Research, create and design presentations for President & COO, CPO, and other Executive Leaders. These include strategy updates, all company updates, business statistics and progress, business plans, portfolio updates, project roadmaps and national initiatives.
Conduct quarterly strategy meetings with President & COO and CPO to ensure alignment on priorities, projects, communication, and travel needs are met proactively ahead of each quarter.
Actively participate in the development, and execution of key employee initiatives and national strategy for the organization.
Active member of the Organizational Effectiveness Committee, supporting change management, communication, calendaring of initiatives and cascades. Ensure our planning processes, communications and initiatives are aligned around strategic operating plans and assist with accountability management and execution of delivery systems.
Spearhead the creation, development and execution of key event dates that celebrate our employees nationally such as International Women's Day, Employee Appreciation Day etc. Includes coordinating logistics of the event, book speakers/activities, and draft communication to audience.
Lead and manage the delivery of information to head office Team Members for HZVI & HSPI. These include the office newsletters, office updates relating to fire alarm testing, office updates etc., event announcements and invitations and regular office surveys.
Partner / liaison with externals and manage relationship with these groups. E.g. Investors and consultants. Act as liaison for these groups, ensuring they have correct materials from the company for their scope of work and additionally process invoices and coordinate with AP department for payment.
Manage the planning and execution of Leadership meetings. These meetings include virtual execution and offsite. Create and distribute agenda ensuring correct timing for each topic and speaker. Attend these meetings and prepare/distribute minutes for key action items and next steps to the Leadership Team. Create and design meeting materials. Manage the planning of social events and team building for these teams e.g. bowling, escape room.
Manage the planning and ex