Administrative Assistant

ANGELINE MISTRY

Vaughan, Ontario L*H *R* • 647-***-**** • ac1u3x@r.postjobfree.com

ADMINISTRATIVE PROFESSIONAL

Strong Organizational Skills / Administrative Excellence / Collaborative Team Player An experienced administrative professional proficient in Microsoft Office applications, property management application platforms including security access management software. Specializing in business administration with a strong focus in both oral and written communication, meeting coordination, planning, and daily task administrations for senior executives. Core competencies include:

• Administrative Efficiency

• Collaborative Team Player

• Strategic Planning

• Process Improvements

• Account Reporting

• Workplace Health & Safety

• Problem Solving

• Scheduling & Time Management

PROFESSIONAL EXPERIENCE

First Gulf Corporation, Toronto, Ontario

PROPERTY ADMINISTRATOR (OFFICE & INDUSTRIAL PORTFOLIO)

(September 2016 – May 2017)

Directly supported Building Operators. Using Building Engines Software to issue memos & letters to communicate with tenants regarding scheduled repairs and/or inspections. Selected accomplishments:

• Distributed letters to local utility companies informing them of change in tenancy. Quickly and accurately set up new tenants with the proper utilities to avoid interruptions in service.

• Provided security badges to access the office to new employees using the Sonitrol & Chubb Security system.

• Distributed service contracts to contractors for signature and follow up receipt thereof as well as any other required documentation prior to signatures from executives.

• Distributed letters to local utility companies informing them of change in tenancy. Assisted and accurately set up new tenants with the proper utilities to avoid interruptions in service.

• Monthly rent collection, including account collections deposits and posted of cash receipts into Yardi Voyager.

• Prepared tenant charge-backs invoices which included utilities and/or repairs into Yardi Voyager.

• Liaison with tenants & contractors, on behalf of the Property Management Operations team. Sorbara Group of Companies, Vaughan, Ontario

EXECUTIVE ASSISTANT TO THE DIRECTOR OF LEASING & PROPERTY MANAGEMENT

(October 2015 – June 2016)

Separated, documented and processed all invoices generated from the Property Management department. Created work orders for maintenance work based on the set schedule. Completed other administrative projects as required by business needs. Selected accomplishments:

§ Posted and payment of all invoices generated from the property management department.

§ Separated commercial, residential and industrial property management invoices for payment.

§ Calculated and organized forms for leasing commissions, for both lease renewals and new tenants.

§ Received any tenant concerns and address their inquiry in a professional and timely manner.

§ Generated work orders for routine maintenance work.

§ Ensured property managers complete budget sheets for capital items and leasehold improvements over $5,000.00.

§ Prepared letters and contracts for the property managers including making and receiving phone calls on their behalf. ANGELINE MISTRY

2

Bentall Kennedy, Etobicoke, Ontario

PROJECT ADMINISTRATOR

(April 2015 – September 2015) Contract

Directly supported the daily tasks and administration for senior project manager on assigned programs. Prepared and distributed reports including all written correspondence to clients, tenants and contractors. Selected accomplishments:

§ Provided support for all aspects of day-to-day activities for assigned projects.

§ Assisted in preparation and distribution of reports and correspondence to clients/tenants/contractors.

§ Liaise with contractors/consultants and accounting regarding invoicing and other matters as directed.

§ Processed invoices including matching to purchase orders and contracts, coding invoices to comply with budget schedules, ensuring appropriate backup and compiling and verifying cost control forms.

§ Assisted in the preparation of contract, receiving of tenders and tender analysis.

§ Assisted in the preparation of Project Close-Out Documentation and maintenance of project files.

§ Assisted in maintaining and updating contractor/subcontractor lists using Bentall approved suppliers.

§ Maintained project files.

Glen Corporation, Toronto, Ontario

ADMINISTRATIVE ASSISTANT TO THE DIRECTOR OF PROPERTY MANAGEMENT

(March 2011 – January 2015)

Directly supported the Director of Property Management in all aspects of administrative organization, meeting planning and other special projects assigned within the scope the Director’s role (Commercial, Industrial & Residential portfolio). Selected accomplishments:

• Provided administrative support to the property managers and maintenance managers.

• Coded rental cheques and ran credit checks on prospective residential tenants. Increased the efficiency of coding and credit checking procedures.

• Maintained and organized all property management files. Stored confidential information in secure digital and hard copy locations. Increased the ease of use for electronic and physical documentation.

• Gathered and analyzed information regarding attendance of employees for property management, superintendents and maintenance departments. Ensured near100% accuracy before distributing the attendance information to the Human Resources department.

• Administered insurance certificates, equipment certification, fire equipment, life safety, backflow preventers, tenant information, snow logs, and temperature logs.

• Assisted in the processing of demand letters, statement of account letters, notices of re-entry and tenant notices.

• Received all commercial tenant possession sheets from the maintenance department for tenant occupants and distribute copies to appropriate parties while maintaining a binder of the possession sheets.

• Prepared Welcome packages for all new commercial tenants ensuring that packages included a recent statement of account, a copy of the Fire Safety Procedure Plan and a New Tenant Information Contact Form.

• Provided annual cover letters for tenant charges using the Microsoft word merge program.

• Attend all monthly property management meetings, and responsible for scheduling, recording and distributing meeting minutes.

• Leveraged Yardi application to prepare bi-weekly, monthly, quarterly collection reports for the Director of Property Management, Property Managers and Vice President.

• Assisted the Director of Property Management in the annual budget reporting required by Senior Executives.

• Assisted with the preparation of all service and construction contracts, while maintaining a schedule of all service contracts and the respective expiry dates

• Distributed service and construction contracts to contractors for signature and follow up receipt thereof as well as any other required documentation prior to signatures from executives and ownership. ANGELINE MISTRY

3

Simplex Grinnell (Division of Tyco International), Mississauga, Ontario DISTRICT NATIONAL ACCOUNTS COORDINATOR

(May 2009 – May 2010) One-Year Maternity Leave

Served as main point of contact for national account customers like HBC, Famous Players, Home Depot and Rona. Coordinated all documentation required by the Account Manager was updated as dictated by business needs. Selected accomplishments:

• Processed General Service and Inspections Service Agreements with the billing department. Decreased the processing turnaround time significantly.

• Updated various databases with business critical information as required by company procedures and regulatory requirements. Synchronized database information and ensured 100% accuracy.

• Liaised with the Canadian National Account Service Manager regarding all account information and documentation requests. Decreased administrative processing time through regular interaction. Calloway Real Estate Investment Trust / Smart Centres, Vaughan, Ontario PROPERTY ADMINISTRATOR (EASTERN PORTFOLIO)

(August 2007 – March 2009)

Directed tenant inquiries to the correct contact within the Property Management Department. Assisted department team members with the scheduling of meetings, external correspondence and special projects. Selected accomplishments:

• Standardized the lot, land and snow removal contract for all properties. Saved a sizeable amount of budget expenditure after the consolidation of contracts.

• Established and maintained a professional working relationship with tenants and address their concerns/requests in a timely and efficient manner.

• Maintained contractor WSIB certificates and certificates of insurance required by regulatory agencies and organizational policies. Maintained 100% compliance for all required certificates.

• Tracked vacant unit checklists for each property manager. Increased the efficiency of vacant unit processing.

• Ensured new vendor set-up forms were completed with all necessary documentation to set-up vendor in the Yardi system for payments.

Acklands Grainger, Richmond Hill, Ontario

BRANCH ADMINISTRATION SUPPORT

(September 2001 – April 2007)

Selected accomplishments:

• Promoted to Corporate Real Estate Department, responsible for the ADT building security system at the Head Office.

• Provided ADT security badges to access the office to all new employees.

• Monitored and maintained corporate leases for all locations nationally.

• Coded all utility invoices for all locations and forwarded to Accounts Payable for payment.

• Switchboard relief for receptionist.

• Performed other related duties or projects as assigned by Real Estate Manager. ANGELINE MISTRY

4

HUMBER COLLEGE, Etobicoke, Ontario

Certification in Property & Building Administration

(2008)

TORONTO SCHOOL OF BUSINESS, Scarborough, Ontario

Diploma in Business Administration

(2001)

SOFTWARE

• Yardi Voyager

• ADT Security System

• Building Engines

• ImageNow

• Oracle

• Outlook, Word & Excel

• Chubb Security System

• Sonitrol Security System

EDUCATION & CERTIFICATION

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