Administrative Assistant
- Montreal, QC
- $50,000 per year
- Permanent
- Full-time
- Handle communications with tenants: respond to emails the same day, take phone calls, and maintain strong tenant relationships.
- Regularly update the tenant list, including contact details (name, email, phone number).
- Maintain tenant files, with special attention to those requiring frequent follow-up or presenting issues.
- Track ongoing leases and ensure all legal documents are sent out within deadlines.
- Review lease agreements before sending them out and follow up with tenants who have not yet signed.
- Manage rental inquiries and process new tenant applications (preparing proposals and lease offers).
- Make daily bank deposits (cheques, wire transfers).
- Monitor tenant payments and send reminders for missed or partial payments.
- Follow up with vendors, manage invoices, and process payments through an electronic system.
- Maintain vendor records (creating new vendor profiles, tracking work completion, etc.).
- Ensure efficient digital filing and organization of administrative documents (leases, invoices, communications, etc.).
- Strong organizational and time management skills.
- Clear and effective communication skills, both written and verbal.
- Proficiency with administrative tools and management systems (Hopem, P Drive, Tiplati, Nethris, basic Word and Excel).
- Ability to multitask and meet tight deadlines.
- Excellent interpersonal skills for dealing with tenants and vendors.
- Discretion and attention to detail when handling confidential information.
- Solid understanding of administrative and accounting procedures (AR, AP, lease management).
- Comfortable using modern communication tools (Outlook, phone, etc.).
- Able to maintain a calm and professional demeanor under pressure.
- Fluent in both French and English, spoken and written.
- Experience with HR and payroll processes is a plus.