Administrative Assistant (Parkland Mall) Red Deer 2152254

Red Deer, AB

The Administrative Assistant is accountable to the General Manager of the Centre for ensuring all daily administrative and other function-specific support activities are carried out in a timely and consistent manner to enable the function or department to achieve its respective business goals and objectives.


DUTIES AND RESPONSIBILITIES
  1. General Clerical Duties and Administration: Performs general administrative duties for the department including photocopying, fax transmittal, distribution of incoming and outgoing mail and courier packages, maintaining required stationery levels for the department; handles inquiries from and coordinates work with other functions and parties within or outside of the organization.
  2. Leasing Support & Administration: Oversee lease document tracking system and follow-up process, which includes: Researching lease documents as required; Updating lease restrictions & exclusives binder; Coordinating new & updated Area Certificates for retail units; Tenant Audits; Updating Leasing Fact Sheet; Merchandise Mix Analysis; Directory of Shopping Centres; Lease review & preparation of Request for Documentation (RFD); Research Propidex for Lease clauses, and; Asbestos Containing Materials (ACM) procedure for Transfers/Assignments & Sublease deals.
  3. Accounting Support: All Payables (via Yardi) as directed under Morguard’s TripleP (Purchase, Payables, and Payments) process. All service contracts, including but not limited to; facilities maintenance, security and waste removal as well as any month to month invoices. Prepare Monthly & Annual Accrual for Corporate Credit Cards (CCC’s), Contracts, and Purchase Orders (PO’s) for the site and as requested by Head Office. Reconcile and control petty cash for Centre administration.  Mail out Retailer sales ranking sheets to retailer head offices and stores.
  4. Human Resource Support: Assist staff with questions, direction and concerns. Carry out all site specific duties in relation to Human Resources. Complete payroll and monthly attendance reports and submit to department supervisors for approval and then submit to Human Resources before cut-off dates. Complete paperwork for new employees and any employee changes and employee leave/termination notices and send to Head Office.
  5. Coordinate Management Reports: Responsible for updating commentaries for various sections in the Monthly Management Report (MMR) relating to sales productivity, traffic and leasing.  Print Rent Roll reports and maintain the lease expiry database.  Provide Gross Leasable Area (GLA) updates and maintain control over revisions. Updates sales reports and MMR in iPad Folder and coordinate with Accounts Administration prior to upload.  Ensure MMR is complete and sent to Head Office by the monthly deadline.  Responsible for updating Head Office documents as requested, including the leasing floor plan provided to Leasing Managers and the public.
  6. Assist with Centre Administration: Coordinate Retailer Handbook twice annually. Maintain office supplies and order as needed. Prepare outgoing courier packages. Assist General Manager with correspondence, business letters, etc.  Arrange for incoming & outgoing mail and maintain filing system.  Responsible for pursing and ensuring the receipt of up-to-date annual Tenant Insurance policies. Create & maintain vendor lists for payments.  Create indices and directories to be included in sales reports for senior management (quarterly).
  7. Coordinate Staff Events: Organize and schedule all staff events, socials and Christmas Party.  Arrange for group staff birthday parties, retirement parties, and assist with seasonal barbecues.

Any other miscellaneous job related duties and/or projects that may be assigned.


MINIMUM REQUIREMENTS
Skills, Knowledge, Experience and Education

  • Solid command of the English language.
  • Intermediate knowledge of MS Office Applications
  • Solid knowledge of MS Publisher and Adobe Acrobat.

Core Competencies

  • Excellent interpersonal skills and a positive attitude
  • Strong communication skills both verbal and written
  • Strong time management and organizational skills
  • Ability to prioritize and maintain focus
  • Ability to work independently with an attention to detail
  • Ability to handle confidential information
  • Customer service oriented.


We thank all applicants for their interest; however, only those selected for an interview will be contacted.


AGENCY NOTICE: Please note that Morguard does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Services Agreement with agency/recruiter, Morguard will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and advanced solicited services from a Morguard employee, Morguard explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation during any stage of the recruitment process, please notify Human Resources at careers@morguard.com or (905) 281-3800. 

 

Morguard

Morguard

At Morguard, our employees are the company’s greatest investment. We make people our priority and strive to create a culture of respect, inclusion, health and safety, and equal opportunity to support employees to meet their goals. Our team is made up of re​al estate and investment professionals with deep knowledge of the industry, who are passionate about what they do and who want to be the best in the business. Morguard and its employees take great pride in being recognized for three consecutive years as one of Canada’s Safest Employers in the Retail and Services Category. When you join Morguard, you join a strong and committed team. To become a valued employee at Morguard, please review our Current Opportunities. 

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