Administrative Assistant

Workplace: Design Center, 1600 Notre-Dame West, Montreal, Quebec, H3J 1M1

Status: Full-time

Salary: Starting from 50,000$

Reporting to the Property Manager, the Administrative Assistant will be responsible for managing the day-to-day administrative operations, including tenant follow-ups, payment tracking, and coordination with vendors. You’ll play a key role in ensuring quality service by responding to tenant inquiries and keeping everything organized and running smoothly.

Responsibilities:

1. Handle communications with tenants: respond to emails the same day, take phone calls, and maintain strong tenant relationships.
2. Regularly update the tenant list, including contact details (name, email, phone number).
3. Maintain tenant files, with special attention to those requiring frequent follow-up or presenting issues.
4. Track ongoing leases and ensure all legal documents are sent out within deadlines.
5. Review lease agreements before sending them out and follow up with tenants who have not yet signed.
6. Manage rental inquiries and process new tenant applications (preparing proposals and lease offers).
7. Make daily bank deposits (cheques, wire transfers).
8. Monitor tenant payments and send reminders for missed or partial payments.
9. Follow up with vendors, manage invoices, and process payments through an electronic system.
10. Maintain vendor records (creating new vendor profiles, tracking work completion, etc.).
11. Ensure efficient digital filing and organization of administrative documents (leases, invoices, communications, etc.).

Requirements:

1. Strong organizational and time management skills.
2. Clear and effective communication skills, both written and verbal.
3. Proficiency with administrative tools and management systems (Hopem, P Drive, Tiplati, Nethris, basic Word and Excel).
4. Ability to multitask and meet tight deadlines.
5. Excellent interpersonal skills for dealing with tenants and vendors.
6. Discretion and attention to detail when handling confidential information.
7. Solid understanding of administrative and accounting procedures (AR, AP, lease management).
8. Comfortable using modern communication tools (Outlook, phone, etc.).
9. Able to maintain a calm and professional demeanor under pressure.
10. Fluent in both French and English, spoken and written.
11. Experience with HR and payroll processes is a plus.

Who we are: Tidan Hospitality and Real Estate Group is a dynamic organization in real estate and hospitality, headquartered in Montreal, Quebec, Canada. Since its founders purchased their first property in 1970, Tidan has assembled an extensive and diversified portfolio of self-managed income-generating properties in Canada and the United States. The portfolio includes office buildings, retail spaces, industrial properties, residential buildings, as well as a group of affiliated hotels and one of the largest indoor tennis facilities in North America. Tidan has proudly applied its combined expertise in the hospitality and construction sectors to the renovation of the prestigious Mount Stephen residence in Montreal's famous Golden Square Mile. To learn more about Tidan, visit our website: https://www.tidan.com/fr/