Purpose of Position:

Key member of the Real Estate Management Services support team providing proactive, efficient administrative assistance for property managers; other administrative duties, as required.

Key Accountabilities:

1. Provides full range of administrative support for property management division; takes instructions and "adds to it" by taking initiative to enhance and complete information and tasks on a timely basis i.e., be able to multi task; works closely with property managers to monitor and manage their requirements (i.e. copying requests, couriers, administering database information, maintaining lists, etc.); processes all correspondence, including self-directed correspondence; proactively follows up with property managers, accountants, and other support staff, as necessary.

2. Responsible for creating and updating database information, including property, client, tenant, and contractor lists.

3. Coordinates, types, and compiles large volume of monthly client reports while maintaining confidentiality of material; ensures reports are forwarded to clients and/or client contacts by the monthly deadline of each property.

4. Responsible for organizing, regularly maintaining, and archiving of property portfolio files; set-up files for new properties and tenants.

5. Assists property managers with obtaining supplier and contractor quotations; tracking contract renewal dates; handling all non-Service Centre calls from tenants, suppliers, contractors, etc.

6. Represents company professionally and confidently both on the phone and in person.

7. Other related duties as requested or assigned.

Qualifications & Required Skills:

1. Independent, self-starter, team player.

2. Ability to take initiative and deal intuitively with situations; work well under pressure and with minimal direction or supervision.

3. Ability to effectively and efficiently multi-task; recognize and address important matters in a timely manner.

4. Excellent organizational, prioritization and proofreading skills.

5. Excellent written and oral communication skills; ability to draft, edit, and format professional business correspondence.

6. Excellent interpersonal skills; ability to deal effectively and pleasantly with stressful situations; excellent telephone skills.

7. Advanced skills and experience in Word, Excel, Act and Outlook.

8. Mature, patient, flexible, forthright, dependable, reliable, results driven, good sense of humour, and ability to deal well with a variety of personalities.

9. Real Estate Licence or in the process of taking the licnesing courses will be an asset.

Measures for Performance:

1. Timeliness, meet deadlines, excellent product quality (create documents "first time right"), excellent proofreading skills (for content, grammatical errors, typos), good eye for format and layout, excellent relationship-building skills, takes initiative (motivated), creative, responsible, forward thinking, proactive, problem solver, flexible (does what it takes to get the job done), high self esteem, effective, results oriented, thorough, committed, team player.

2. Excellent project management and business writing skills, timeliness of projects, accuracy.

3. Projects maturity, professionalism, confidentiality, integrity, and sense of humour.

4. Contributes to team environment, takes initiative and proactively anticipates property manager's needs; works well under pressure.

Experience:

1. 1 to 3 years related real estate administrative experience.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed, as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Please send your resume to Shelby.Ashford@Colliers.com if you have the qualifications for this position.