Job Description PMI Inc.

Job title:

Office Administrator

Location:

Kitchener, On

Terms:

Full-Time

Department/Division:

PMI Group

Reports to:

Controller

About us:

At PMI Group, we believe everyone deserves the opportunity to have a place to call home. We are more than builders. We are community shapers. Our imaginative approach incorporates fresh thinking, grounded in a philosophy of collaboration and transparency. Our progressive properties are modern in their styling but will stand the test of time, house generations to come, and are raising the standard of what it means to build attainable housing. Every project, every detail, every partnership is overseen by our accomplished team of professionals and trade partners, who take pride in building beautiful, quality communities. The PMI Group of Companies is comprised of 3 companies

• PMI Inc- Development & Head Office
• PMI Build LP - Our construction Division
• PMI Properties Inc- Our Property Management Division

About the role:

The Office Administrator at PMI Group is a pivotal team member, acting as the organizational cornerstone across departments and divisions. Reporting directly to the Controller, you will manage essential administrative tasks, maintain seamless office operations, and facilitate efficient communication within the company and with external stakeholders. This role requires proactive engagement, strong organizational abilities, a high degree of professionalism, and exceptional technological proficiency.

Responsibilities:

Key Areas of Responsibilities

• As the front face to the business, present a positive and professional image of the organization. Enjoy and take pride in providing excellent service.
• Maintain and organize SharePoint and OneDrive file systems, ensuring accurate and accessible documentation, consistent naming conventions, and complete information.
• Download, file, and systematically manage credit card and bank statements, utility bills, property tax statements, and other records.
• Manage and maintain accurate access lists, logins, and permissions for shared resources.
• Professionally communicate with vendors, lenders, auditors, and other external professionals to request or share essential information.
• Support the accounting team by rolling forward files, updating schedules, summarizing information, and providing general support across finance & accounting workflows.
• Perform administrative duties for the executive team, including coordinating meetings, managing Microsoft Teams recordings, reviewing summary notes and distributing action items, scheduling follow-ups, etc.
• Help coordinate the logistical aspects of departmental programs, such as meetings, seminars, workshops, special projects, and events.
• Oversee general office management tasks, such as ordering team lunches (including cleanup and packaging), maintaining office and property show room supplies, supporting with organization and distribution of office fobs/access codes, managing incoming and outgoing mail (scanning to digital as appropriate), and responding to company emails and voicemails.
• Coordinate with vendors for on-site head office needs, such as managing facility maintenance requirements and delivery arrangements.
• Provide cross-departmental support, including:
  • Assisting with delivery arrangements to the office,
  • Organizing and maintaining office records and files,
  • Compiling data for various reporting needs,
  • Arranging and booking meetings in the boardrooms or off-site locations, ensuring equipment and supplies are adequate and in place,
  • Observing and reporting any security issues,
  • Assisting with evacuation procedures in the event of an emergency,
  • Becoming an instrumental part of the Health and Safety team to support its needs within the head office environment.

Our Values

• We are imaginative.
• We are progressive.
• We are accomplished.
• We are welcoming.

What You Bring - Competencies

• Strong organizational skills with the ability to prioritize and multitask effectively.
• Excellent professional communication skills, both written and verbal.
• Proactive and collaborative approach, demonstrating flexibility and willingness to assist across various tasks and departments.
• High degree of confidentiality, professionalism, and integrity.
• Exceptional attention to detail and accuracy in document management and workflow processes.
• Technological proficiency and a commitment to using digital tools to enhance efficiency.
• Ensuring accountability, holding self and others to responsibilities and commitment.
  

Skills and Qualifications:

• Proven proficiency in Microsoft 365 suite, including SharePoint, OneDrive, Outlook, and Teams.
• Experience in managing electronic documentation and collaborative file-sharing environments.
• Ability to coordinate schedules, organize meetings, and manage communication effectively.
• Previous experience in administrative support or executive assistant roles preferred.
• Familiarity with accounting processes or previous experience with finance area transaction support (e.g. financing, insurance) beneficial.
• Previous experience working in construction and property management beneficial.
• Demonstrated ability to adapt quickly to new technologies and digital platforms.
• Reliable transportation and willingness to perform occasional off-site tasks or errands.

What We Offer:

• Competitive compensation.
• Flexible Work Environment.
• Hybrid Work model.
• Medical, Dental, EAP, RRSP Matching.
• HCSA.
• Tools and Technology to help employees thrive.

Why Join Us

If you are looking for an opportunity to help shape and build new communities as a community shaper, this is the place for you. We are looking for people with similar values and competencies (our DNA). You will be part of many partnerships that are overseen by our accomplished team of professionals and trade partners, who take pride in building beautiful, quality communities. Come join us today.