Office Administrator - Jobs in Regina, SK

Job Description

At Colliers, we build amazing workplaces, businesses and communities. We do this by thinking differently, sharing innovative ideas and offering a unique and collaborative workplace where you can succeed.Purpose of the Position:The primary responsibility the Office Administrator is to support the day-to-day activities of the Regina REMS and brokerage team by performing reception, administration and other office duties.Summary of Essential Job Functions:Reception

• Answer and transfer phone calls from tenants and clients
• Greet customers or external guests; coordinate with appropriate internal personnel
• Track property keys (in/out)
• Forwarding all faxes to correct department
• Open, sort and distribute mail
• Schedule couriers
• Add funds to the mail machine and process outgoing mail
• Accept rent from tenants either by cash, cheque or pre-authorized debit
• Oversee/administer room bookings

Marketing

• Website content management and property listing maintenance
• Understand and consistently apply use of Colliers branding and graphic guidelines

Other Office Duties

• Processing invoices to PAYscan
• Track remittance notices
• Prepare quarterly administration invoices
• Prepare and/or assist with correspondence as required
• Manage petty cash
• All office expenses – charge backs (kijiji, ISC, Bell Mobility, courier charges, kitchen supplies, etc.)
• Assist with the preparation of the monthly newsletter (REMS & Brokerage material)
• Help prepare documents for Sales Agents as requested (letters, mail outs, copying of leases and other documentation)
• Ordering of office supplies
• Cull recyclable materials
• Collect and scan corporate payables to Saskatoon office
• Notify WBM about printer problems, keeping inventory of toners, etc.
• Set up of phone system and DID Numbers
• Set up of FOB numbers and maintaining of list
• Communication with Mitchell Developments regarding maintenance of office (issues with heating/cooling etc.)
• Other items as requested
• Provide coverage for Brokerage and REMS administration as required

What you bring:

• Business Certificate or equivalent
• Previous experience in customer service or as professional assistant
• Proficiency in Microsoft Office Suite is required
• Familiarity with real estate software such as Yardi, MRI, etc.
• Familiarity with contract and leasing agreements is preferred
• Demonstrated excellent communication and interpersonal skills with excellent oral and written English language skills
• Provide high degree of professional customer service to both internal and external parties
• Excellent organizational and time management skills, follow through and follow-up to meet commitments and deadlines
• Demonstrated ability to work well under pressure, independently and as part of a team, high levels of energy and initiative
• Is discreet; understands when confidentiality is required
• Ability to work under pressure, deal with multiple deadlines, effectively handles stressful situations and deal intuitively with situations
• High degree of professionalism and passion for success

What success looks like:

• The ability to maintain a keen sense of client recognition
• The ability to establish a strong brand for a ‘Best in Class’ service attitude
• Identifies and respects matters of confidential and/or business requirements related to both internal and external clients

Job Types: Full-time, PermanentBenefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• RRSP match

Schedule:

• Monday to Friday

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