Administrative Assistant

Brookfield Properties Corporation is a publicly-held commercial real estate corporation that owns, develops and manages North American office properties. Headquartered in New York City, Brookfield’s dedicated team consists of 1000+ employees who have significant experience and knowledge in their areas of expertise.

With offices located in New York, Boston, Washington, D.C., Toronto, Calgary, Denver and Minneapolis, we are always looking for intelligent, imaginative and self-motivated people for all levels within our company. Job opportunities at Brookfield range from operations jobs in our buildings such as mechanical engineers or building managers to executive positions in our corporate offices. We select qualified candidates based on a number of skills: critical thinking, planning and organization, decision making, business knowledge, management skills, job knowledge, and interpersonal communication.

 

Administrative Assistant

 

Job Scope

 

Provide administrative and secretarial support to Building Manager and Assistant Building Manager.



 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Note: Administrative Assistants will have primary responsibility for some of the following duties and secondary (back up) responsibility for the others as determined by the Building Manager.

 

Job Responsibilities

 

Accounts Payable

· Process and issue purchase orders as directed by Building Manger.

· Track receipts of materials or services purchased.

· Code and process invoices for payment.

· Maintain filing system for vendor/contractor services and purchases and general correspondence.

· Track actual and committed expenses and prepare budget variances.

· General resale certificates and certificates of capital improvement

Accounts Receivable and Billing

· Prepare billings for tenant services.

· Track and report tenant services for freight, fire-watch, and other provided engineering services.

· Schedule freight bookings and update records accordingly.

· Review lease provisions pertaining to tenant services for purposes of billing.

· Maintain tenant billing files and certificates of insurance.

Payroll Processing

· Track weekly payroll pertaining to administrative and building engineers.

· Process and route payroll action forms.

· Prepare allocations and other analyses of payroll

· Prepare insurance reports for filing with insurance carrier and process workers compensation forms.

Tenant Relations

· Address tenant inquiries and dispatch complaints to appropriate departments.

General Office

· Coordinate meetings and handle outgoing correspondence.

· Maintain inventory of office supplies for building use.

· Produce correspondence and reports.

· Maintain general office files

· Take on daily assignments as directed by the Building Manager and Assistant Building Manager.

 

Other

· Update and maintain tenant utility consumption records.

· Maintain a positive work atmosphere by acting and communicating in a manner so that you get along with customers, clients, co-workers and management.

 

Technical Skills and Other

· Software Knowledge: Microsoft Office, Excel, Word,  CTI, TC-1