Administrative Assistant - Mayfair Shopping Centre

Administrative Assistant - MAYFAIR SHOPPING CENTRE

Department:Mayfair Shopping Centre – Administration Office
Position: Permanent Full-time

Our ideal candidate is a people person who has experience working in Customer Service and Administration but most importantly is a team player who is accurate and organized. A willingness to be flexible and openness to learn are key attributes.

Responsibilities include but are not limited to:

• Receive and take messages from incoming calls and in-person visitors. Liaise with tenants, service providers and contractors, respond to their inquiries and/or refer to appropriate team members.
• Sort and distribute mail for the Administration Office, arrange couriers when required.
• Maintaining office supplies within the annual budget and coordinate supplies orders as needed.
• Assist with the collection, tracking, and maintaining of Insurance Certificates for the property.
• Maintain the weekly setup schedule and distribute to team members.
• Collect retailer sales information and perform related data entries in Excel.
• Manage the non-profit program by building strong partnerships with the community; schedule bookings, manage paperwork and track results.
• Assist with Accounts Payable.
• Using staffing schedules, prepare payroll spreadsheet according to deadlines in the payroll spreadsheet.
• Manage the retailer Storage room leasing program; managing requests, creating and distributing documents for execution, monitor expiry dates.
• Maintain and manage tenant contact information and distribution lists, as well as all internal phone lists. Draft and send out communications as required.
• Assist with the planning and coordination of employee engagement programs.
• Assist the marketing team with the execution of marketing activities as required.
• Other duties as required from time to time.

An ideal candidate should:

• Have a minimum of 1 year of administrative experience.
• Administrative training, diploma or certificate would be an asset.
• Be proficient in Microsoft Office with advanced level Word, Excel and Outlook.
• Have excellent oral and written communication skills as well as strong interpersonal and organizational skills.
• Must be able to take initiative and work independently.
• This role is Monday through Friday but occasional evening and weekend work required.

Job Types: Full-time, Permanent

Salary: From $45,000.00 per year

Schedule:

• Day shift
• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Work Location: In person