Administrative Assistant, Property Management

Position Number: 50000392 / P5873 Department: Operations - Loyola Grade: PE115-8 Campus: Loyola (NDG) Salary: $34.22 - $41.17 per hour Union/Association/HR Policy: CUSSU Posting deadline: November 3, 2026 Applicants are strongly encouraged to include a cover letter expressing their interest and how their profile aligns with the role. Recognized as one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment. Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world. As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities. NOTE: This posting represents a temporary replacement contract for the duration of six months. The appointment may conclude sooner, dependent on the incumbent's return to work. SCOPE Reporting to the Property Manager, Facilities Management, the incumbent maintains the daily operations of a Building Portfolio and acts as a resource to the Property Management unit. PRIMARY RESPONSIBILITIES • Provide front-line and support services, contribute to the Procurement to pay, consolidate and prepare invoices for approval, meet with internal and external stakeholders including multiples vendors for Property Management. • Ensure that the departmental office runs smoothly by responding to, and directing, incoming mail, e-mail, and phone or in-person enquiries from the University community, and external organizations. • Coordinate with the Managers and Supervisors the Procurement to pay process and ensure that the policies and procedures are met. • Request and receive quotes, create web requisitions, prepare change orders, get necessary approvals and liaise with Stakeholders in a timely manner; maintain inventory and order supplies. • Prepare invoices ready for receiving and approvals by matching appropriate contractual documents and related work order, and process for payment as per departmental procedures. • Coordinate with the Managers and Supervisors with the P-Card reconciliation, follow-up with vendors, and track expenses in financial systems (Millennium). • Maintain an organized filing system of print and digital documents. • Provide back-up to the other Administrative Assistants, Property Management, when needed. • Retrieve and organize data for the preparation of reports, documents and logs, and prepare documentation for distribution to committees. Collect, receive, prepare and circulate On-Call schedules, and Open/Close activities calendars for periods of reduced operations. • Provide support for Property Management staff; format and write a variety of correspondence, reports, charts, tables, minutes, signage and other documentation and arrange for their filing, distribution and/or presentation. • Perform and co-ordinate other miscellaneous tasks, as required by the Property Manager/Manager. QUALIFICATIONS • Diploma of Collegial Studies (two-year pre-university DEC) in a relevant field and two to four years of work-related experience. • Good knowledge of the Procure-to-Pay process and ability to process financial and accounting transactions. • Knowledge of building operations is essential. • Good knowledge (Level 4) of spoken and written English and French. • Good knowledge (Intermediate level) of Word and Excel. • Excellent communication and interpersonal skills in order to deal with internal and external stakeholders. • Excellent organizational and analytical skills with the ability to work well under pressure. • Ability to meet deadlines in an efficient manner. Due to the volume of applicat…

View the full posting and apply