Leasing & Administration Assistant (Region of - Breslau, Canada - Region of Waterloo

Region of Waterloo

Verified Company

Breslau, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Our Story:

Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach.

Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

The Role:

Provides support to the Airport management team, including (but not limited to) assisting to prepare lease agreements, support for financial processes such as accounts payable, and providing general administrative support.

Duties/Responsibilities:

Assists to prepare and maintain tenant agreements and leases. Ensures terms are up to date in landing fee and administration software and database(s).

Makes updates as required so lease terms reflect information in the system and reminder notifications are sent out in time to ensure the Airport meets its legal requirements.

Assists Legal with information as required and liaises with management and Legal for details and approvals. Ensures copies of insurance certificates are current and that information on certificates is correct. Provides updated information for recharges, CPI, and property tax billing. Responds to questions from tenants and coordinates changes to existing agreements.

In support of the Accounting Coordinator, performs accounts payable functions including (but not limited to) new vendor requests, preparing purchase orders, reconciling invoices, assisting in processing credit card payments, and approvals.

Follows up on inquiries from vendors. Performs miscellaneous invoice processes as requested by the Accounting Coordinator. Forwards EFT requests to corporate Finance staff as required.

Shares responsibility with the Accounting Coordinator for administering the landing fee and administration software system to generate invoices for recurring and one-time fee generating services.

Updates fees, charges, rates, and renewals. Participates in system upgrades and updates. Maintains information in utility databases.

Provides administrative support as it relates to security passes, airside vehicle operator permits (AVOP), and key controls. Maintains and distributes information related to gate codes and phone numbers.

Provides administrative support as it relates to certification programs (e.g., safety management, health and safety, security management, noise management), and airport operations quality assurance audits.

Assists to maintain records as divisional records assistant following corporate records processes and standards (e.g., maintains records management systems, assists with information requests; file storage, retrieval, and disposal).

Processes mail and arranges for courier pickups.

Orders office supplies.

Arranges for office equipment servicing and repair.

Participates in conducting and responding to surveys (e.g., with government agencies, and other municipalities and airports) and compiling information for management as requested.

In support of the Accounting Coordinator, liaises with billing system vendor and bank staff (e.g., point of sale system, deposits).

Shares responsibility with the Accounting Coordinator for receiving and responding to daily inquiries, complaints, and payments from the public, airport tenants, and aircraft owners; refers escalations to management.

Performs duties outlined in the Emergency Procedures Manual as directed during emergency situations, including scribe functions for declared emergencies.

Assists as needed with events and tours.

Performs related duties as assigned.

Knowledge, Skills, and Abilities:

Knowledge and skill in office and accounting administration (e.g., accounts payable) are acquired through a grade 12 education plus 2 years of related experience.

An equivalent combination of education and experience will be considered.

Knowledge of and ability to comply with corporate policies and procedures; basic finance-related policies, procedures, and standards (e.g., generally accepted accounting principles and rules), and related legislation and regulations (e.g., Transport Canada, property tax and assessment).

Basic understanding of airport operations, regulations relating to airport certification (e.g., CARS, TP312, Canada Labour Code), flight schedules, aircraft types, and airline identifiers, with ability to read, understand, and interpret aviation terminology.

This can be learned post-hire.

Analytical, organization, and problem-solving skills and attention to support lease and contract administration; work independently; and prioritize to meet deadlines.

Communication and customer r