Administrative Assistant

Who We Are

For over 30 years, our entrepreneurial mindset and strategic vision have fueled our growth into one of Canada’s largest and most successful REITs. Our retail-focused and mixed-use portfolio reflects our commitment to creating vibrant community spaces where people want to shop, live, work, and play. We take pride in our strong legacy while continuously adapting, innovating, and investing in the future. We’re proud to be recognized as one of Canada’s Most Admired Corporate Cultures, Canada’s Greenest Employers, Canada’s Best Diversity Employers, and a Greater Toronto Top Employer.

At RioCan, we believe our people are our greatest strength. We foster a welcoming, inclusive culture where employees can connect authentically, grow continuously, and bring their whole selves to work. Here, you’ll find opportunities to learn, lead, and make an impact every day.

POSITION OVERVIEW

This role is located at our Durham Centre location in Ajax. The role provides administrative support and help to ensure smooth day to day operations of the office and reports directly to the Regional Director, Operations – East GTA team.

RESPONSIBILITIES

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• Assisting the Property Management team with administrative work and providing coverage when needed;
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• Greet tenants, contractors and visitors and be the first point of contact for their inquiries;
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• Perform administrative tasks that including answering phones, mail pick up, scheduling and receiving deliveries and setting up meetings;
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• Update the site contact and insurance information database for all tenants. Ensuring that the information is kept current and accurate;
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• Update the site contractor information database and collect their insurance and WSIB information;
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• Create memos and other internal communication;
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• Create purchase orders (POs), processing cheques and EFTs, updating invoices, and tracking payments to vendors as required;
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• Assist in the onboarding new tenants;
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• Assist with tenant events;
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• Maintain the kitchen and washroom area s and purchase perishable supplies ;
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• Purchase office supplies as required ;
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• General filing and maintenance of files;
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• Log and maintain lost and found;
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• Ensure office is open and readily accessible on schedule and coverage maintained;
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• Other duties / projects as required .

QUALIFICATIONS

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• Minimum 1 year experience in an administrative role;
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• Proven verbal and written communication skills;
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Proficient in Word, Excel and Outlook;

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• Proven organizational skills and ability to meet deadlines;
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• Detail- oriented;
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• Exceptional customer service skills;
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• Able to work both independently and as part of a team.