Office Assistant, Admin. (Co-op Placement)
City of Mississauga, Facilities & Property Management-Records Management
Total years of experience :11 years, 8 Months
§ Assisted the Records Management Administrator in creating new files, entering into “Omni RIM data base”, and interfiling
§ Prepared materials for scanning, OCR, uploaded, and entered metadata properties (tagging) in “SharePoint”
§ Prepared files for storage (created box labels, scanned files to box, and cross checked entries to insure data is correct and complete)
§ Assisted the Property Manager in collecting and entering monthly rents in Peachtree System, issuing/reviewing new/renewed tenancy contracts, renewal/termination lease advices and other business correspondence to tenants and maintenance companies
§ Compiled and maintained records on operating expenses and income (deposit revenue and payment invoices)
§ Entered Data in Peachtree software for Real Estate and Accounting System by the aid of Crystal Reports and generated monthly financial reports of income and expenses
§ Submitted monthly reports directly to The Private Representative of the Landlord for revision at the monthly meeting with the Management
§ Supervised execution/amendment/renewal of maintenance contracts for all local properties
§ Monitored market rental values and checked lease expiry dates, maintenance contract expiry dates, issuance of post-dated cheques and tracking bounced cheques
§ Reconciled monthly discrepancies in bank accounts with General Ledger
§ Executed all general administrative duties under instructions of the Property Manager
§ Arranged collection of rent payments from tenants, deposits in banks and arranged acknowledge receipts from banks for filing system
§ Coordinated with banks for issue of drafts/cheques for payments to maintenance contractors as required; tracked dishonored (bounced) cheques and processed such cheques settlement advices
§ Liaised with tenants and coordinated with maintenance companies in respect of any requested maintenance facilities
§ Processed tenancy contract renewal/termination advices for tenants according to expiry dates and supervised maintenance work to ensure timely work completion before handover/vacating units to new tenants
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