Administrative Assistant Level Ii - Toronto, Canada - Board Of Governors of Exhibition Place

Board Of Governors of Exhibition Place

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Primary Function
Provide administrative support to the Director, Capital Works and the division.

Major Responsibilities

Assist with the preparation and/or composition of correspondence, memos, spreadsheets and reports.
Assist with the preparation of the capital works program budget.
Input and maintain Exhibition Place Capital Projects entries into the City CAPTOR database.
Coordinate and execute all details related to meetings and if required, record minutes and manage any followup issues.
Assist Director, Capital Works with preparation and evaluation of Capital project Tenders, RFPs and RFQs.
Provide administrative support for the processing of Capital invoices to ensure compliance with the Construction Act timelines.
Assist Director, Capital Works with the preparation of addenda and liaise with Consultant, Purchasing and other staff during tendering process.
Follow up with project change notices and change orders to meet contract requirements and coordinate their approvals.
Assist with the implementation of City's Capital Compliance process which includes updating and monitoring of City's Cost Control templates and adjust Capital charge accounts as required.
Reconcile Capital Project accounts internally as well as with the City's financial planning.
Prepare and coordinate the issuance of inhouse Capital work orders.
Update various financial reports for Capital Director's review on a monthly/quarterly/annual basis.
Project Coordination activities of small projects as directed by the Director, Capital Works.
Handle inquiries and requests for information from all levels of staff and external parties related to the division and provide regular updates to the Director, Capital Works.
Liaise with consultants, contractors and the City's legal for the preparation and execution of construction agreements.
Provide support with researching information, photocopying, ordering supplies, etc.
Update and maintain Key Standards and Procedures Manual.
Update project accounts, requisitions, invoices and all other related correspondence.
Maintain Capital Works division's filing system and review updates with the Director, Capital Works prior to distributing information to the internal staff as well as to the city.
Performs other duties as assigned.

Required Qualifications

Progressive experience in performing administrative duties.
Experience utilizing software packages (word processing, spreadsheets and electronic mail).
Experience in minute taking.
Good interpersonal skills with the ability to communicate effectively both verbally and written.
Good organizational skills including the ability to prioritize and meet strict deadlines with attention to detail.
Proven customer skills.
Good organizational skills including the ability to prioritize and meet strict deadlines with attention to detail.