Administrative Assistant, Uptown

ABOUT SHAPE

SHAPE is the real estate investment, development and management company leading some of the largest and most exciting projects in North America including The Amazing Brentwood, The City of Lougheed and RC at CF Richmond Centre.

Through our fully integrated platform, SHAPE specializes in complete neighbourhoods with a top-calibre mix of shops, restaurants, residences, entertainment and a complete range of daily services on rapid transit. By executing on every stage of the real estate process, from land acquisition to property management, we are able to collaborate more efficiently, work seamlessly and perform at the highest level. Every SHAPE property reflects lasting vision, bold creativity and obsessive attention to detail.

Our projects are complex, our vision is simple: deliver social and financial value for generations. With a proven ability to raise the bar across our diverse portfolio of assets, we build on where we’ve been to push the edge of better: for industry standards, quality of life and return on investment.

ABOUT THE ROLE

SHAPE is seeking to hire a full-time Administrative Assistant for Uptown located in Victoria, British Columbia. This position will be reporting directly to the General Manager on site and will be responsible for performing and overseeing a variety of property specific administrative duties. Applicants for this position should be detail-oriented, self-motivated and have a desire to work in a dynamic and collaborative team while wanting to contribute to the smooth functioning of a large and busy retail operation. The successful applicant must be a self-starter, motivated with a positive outgoing attitude. A number of tasks will be asked of this person and being able to work at a fast pace is welcomed.

PRIMARY JOB RESPONSIBILITIES

• Review of lease documentation when needed
• Coordinate insurance for vendors including OHS and WCB as well as tenant insurance
• Process credit card and expense receipts/statements for all departments
• Utility reconciliation and billings in coordination with AA
• Enter water and gas into tracking sheet, sort QMC report, and print tenant back up
• Assist with IT and phone support consulting and working with SHAPE’s inhouse IT team when needed
• Parking Management Program coordination of our office and retail parking programs for the property
• Draft tenant notification emails for area certificates, openings, vacates, possession and subsequent filing
• Perform general office tasks such as setting up courier services, mail sorting, typing, printing, photocopying, scanning, and archiving
• Answer and direct inquiries in a positive/professional manner
• Attend meetings and prepare meeting minutes for distribution
• Update of Risk Check and Green Check Programs including data collection and sourcing information as needed
• Order and manage supplies of office inventory as needed
• Coordinate food and beverage for meetings and events
• Coordinate boardroom bookings as required
• Keep up to date with property contact lists
• Other tasks from time to time as needed

QUALIFICATIONS

Required Knowledge, Skills and Abilities

• Must be friendly, approachable, proactive, ambitious and solution-focused
• Possess strong organizational, time management and administrative skills with a demonstrated ability to work both independently and within a team environment
• Proficient in Microsoft Suite and Outlook
• Ability to communicate effectively to varying groups of individuals both within and outside the organization
• Demonstrate personal integrity and honesty

WORKING CONDITIONS

As the Administrative Assistant at Uptown, located in Victoria, BC, the successful candidate will be a part of Uptown’s administration team and may expect a comfortable and collaborative work environment in an office setting.

Salary Range: $48-50k/year