Administrative Assistant $50,000 To $60,000 Yearly At Arrow Workforce Solutions

A leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 98,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Specific accountabilities:

Support and monitor the Director’s projects and assist him in his tasks (scheduling, budgeting, action plan creation, strategic planning for the office, event reservations, team meeting planning, special projects, etc.);
Prepare and check expense reports;
Monitor the status of leasing agreements in system;
Regularly update the sponsorship requests file and track accepted contributions;
Make sure tenant insurance certificates are current; update system accordingly;
Keep photographs of tenant premises organized;
Regularly update relevant property information in system and maintain a history for future reference;
In collaboration with the Receptionist and Operations Assistant, update the tenant contact list: work with Security and other departments to verify the information, then update the central PDF file and system accordingly;
Follow up with tenants and their head offices to validate information received and create a report for the Security Department and all office team members;
Forward information on opening and closing procedures to the AutoCAD technician to update leasing plans;
Provide backup for the Operations Assistant on the emergency notification system and footfall counters; update reports in INFODEV, Unifier and RetailNext;
Properly manage digital and print documents: filing, archiving, folder structures, etc.;
Update the vacation, birthday and milestone calendar;
Prepare, translate and check various documents in French and English;
Carry out other related tasks as directed.

Key requirements:

College diploma (DCS) in secretarial studies or office automation;
Five or more years of experience in secretarial work or administration;
Methodical, detail-oriented self-starter with excellent organization and prioritization skills;
Outgoing team player with strong interpersonal skills;
Ability to perform under pressure within tight deadlines;
Ability to multitask and handle a variety of responsibilities in a fast-paced environment;
Fluency required in written and spoken French and English with strong business writing skills;
Proficiency in Microsoft Office suite (Word and Excel) as well as Office 365.

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