Admin Assistant

Role Overview

Responsibilities

• Welcome and assist guests, clients, suppliers, and visitors professionally.
• Receive incoming documents, invoices, and correspondence and distribute them promptly.
• Perform daily administrative and clerical tasks and support colleagues.
• Distribute official documents and monthly invoices to tenants by mail or in person; assist with proforma invoices.
• Assist with cheque deposits and collection of returned cheques.
• Track technicians’ attendance, update summaries from job sheets, and share monthly labour-hour data for invoicing.
• Record monthly water meter readings and capture photographs.
• Send official documents and communications by mail; monitor lease agreements and update records.
• Cover helpdesk duties during colleagues’ leave and maintain organized files of service reports, job sheets, invoices, lease agreements, and other documents.
• Perform other duties assigned by management.

Must-Have Requirements

• Bachelor’s degree and at least two years of administrative experience.
• Strong administrative, organizational, and time-management skills; ability to organize filing systems and manage multiple tasks.
• Excellent written and verbal communication, customer service, and interpersonal skills.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Attention to detail and accuracy in managing documents, invoices, and records; basic competency in invoicing, cheque deposits, and official documents.
• Ability to work independently and with a team, handle confidential information discreetly, follow up, and meet deadlines.

Nice-to-Have Requirements

• Facilities management or property-related administration experience.
• Familiarity with helpdesk operations or ticketing systems.
• Additional language skills beyond English.
• Exposure to document management or records digitization.