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Administrative Assistant

@ Tadpool

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Montréal, Québec

5+ ans d’expérience
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En bref

Tadpool is hiring an experienced Administrative Assistant for a client's construction department, reporting to the Vice President, Construction. The role manages the administrative cycle of commercial real estate projects, including invoicing, contracts, permits and tenant coordination. The posting requires at least 5 years of construction-sector experience and bilingual French and English.

Responsabilités :

  • Recevoir, compiler et suivre les factures et paiements
  • Préparer et suivre les bons de commande et contrats
  • Tenir les registres de retenues et coordonner les documents de fermeture
  • Coordonner les demandes de permis municipaux
  • Préparer les documents destinés aux locataires

Résumé des exigences :

  • DEC ou AEC en administration ou formation équivalente
  • Minimum 5 ans d'expérience dans le secteur de la construction
  • Connaissance de la terminologie de la construction et de l'immobilier
  • Maîtrise de Microsoft Office et d'un logiciel comptable
  • Bilinguisme français et anglais, parlé et écrit, requis

Outils et compétences

Microsoft WordMicrosoft ExcelMicrosoft OutlookYardi
Source et dates

Type de source non vérifié · tracker

Date publiée par l’employeur
2026-10-20
Première détection par notre source
2026-10-21
Mise à jour du dossier source
2026-10-21

Ces dates décrivent le dossier source, pas une vérification en direct du recrutement. Consultez l’offre originale.

Détails du poste

NiveauIntermédiaire
DomaineAdministration
Expérience5 an(s) et plus
Déplacementsavion : aucun · route : aucun
Milieu de travailBureau
PositionSurtout assis
Exigences physiquesphysique faible · ordinateur élevé
LanguesEnglish, French
FormationCollégial (DEC) (exigé)
Domaines d’étudesAdministration

Résumé et détails rédigés par l’IA à partir de l’offre; l’offre de l’employeur fait foi.

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Tadpool

Profil d’entreprise sauvegardé

Renseignements historiques provenant d’un profil The Jobs API sauvegardé (champs LinkedIn/Crunchbase). Ils ne sont pas vérifiés en temps réel; les chiffres peuvent avoir changé. Les valeurs manquantes restent inconnues.

Recruitment Done Better.

Description complète de l’entreprise

Tadpool is a collective of specialized headhunters helping companies achieve better hiring outcomes. Our headhunters operate deeply within their respective niches, bringing established candidate relationships, market knowledge, and a focused understanding of the roles and industries they recruit for. Instead of starting from scratch, we connect companies with professionals who are already part of our established talent networks: - Property Management - Building Maintenance - Leasing & Transactions - Real Estate Law - Finance & Accounting - Project Management - Asset Management - And more… Based in Montreal, Quebec, Tadpool delivers permanent, temporary, and innovative sourcing solutions that help employers access talent across Quebec.

Abonnés LinkedIn
976
Personnes associées sur LinkedIn
3
Bureaux déclarés
  • Montreal, Quebec, CA
Autres noms enregistrés
  • Tadpool
Spécialités
  • Permanent Recruitment
  • Temporary Recruitment
  • and Direct Sourcing
Le profil indique une agence de recrutement
Oui
Toutes ses offres Site Web

Tadpool is a collective of specialized headhunters helping companies achieve better hiring outcomes. Our headhunters operate deeply within their respective niches, bringing established candidate relationships, market knowledge, and a focused understanding of the roles and industries they recruit for. Instead of starting from scratch, we connect companies with professionals who are already part of our established…

ChampValeur
SecteurStaffing and Recruiting
Taille2-10 employees
Siège socialMontreal, Quebec
Type d’organisationPrivately Held
Fondée en2024
SpécialitésPermanent RecruitmentTemporary Recruitmentand Direct Sourcing
Offres sur Jobsy11
LinkedInVoir la page
Description

About the Job

Our client is seeking an experienced Administrative Assistant to manage the day-to-day administration of its construction department. This key role supports the successful delivery of projects by handling invoicing, contracts, permits, and document coordination across a significant commercial real estate portfolio.

The successful candidate will work closely with Project Managers as well as the leasing, operations, and legal teams, helping ensure projects run smoothly and remain compliant from launch through closeout.

Company Culture

Our client fosters an environment built on teamwork, integrity, and creativity, where professionalism and individual commitment are highly valued. The organization places strong emphasis on building long-term relationships with its partners and clients, and encourages team members to pursue excellence in their daily work.

Position Overview

Reporting to the Vice President, Construction, the Administrative Assistant will manage the administrative cycle of construction projects, including invoice processing and financial approvals, contract and purchase order preparation, holdback tracking, permit applications, and tenant coordination. The role also involves keeping internal management systems and project documentation accurate and up to date. Success in this position requires strong attention to detail, sound prioritization skills, and the ability to thrive in a fast-paced environment.

Key Responsibilities

  • Receive, compile, and track invoices, payments, and tenant allocation documents submitted for approval.
  • Support Project Managers in preparing project files and coordinating contractor tender packages.
  • Prepare and track purchase orders and contracts, and coordinate their execution by all parties.
  • Maintain registers of contract notices, releases, and holdbacks, and collect the closeout documents required for their release.
  • Coordinate municipal permit applications, powers of attorney, and utility subsidy and meter sealing requests related to landlord work.
  • Prepare and send tenants their permit authorizations, possession notices, and plan requests, and update tenant information in internal systems.
  • Organize physical and digital project documentation and respond to occasional requests from public agencies and external partners.
  • Translate short documents as needed and perform other related duties.

Desired Candidate

  • College diploma (DEC/AEC) in Administration or equivalent training.
  • Minimum 5 years of relevant experience in the construction sector.
  • Solid knowledge of construction and real estate terminology, contract procedures, and industry practices.
  • Proficiency with Microsoft Office (Word, Excel, Outlook) and accounting software.
  • Experience with Yardi considered an asset.
  • Strong organizational skills, attention to detail, and the ability to manage multiple files simultaneously.
  • Self-motivated team player with discretion and excellent interpersonal skills.
  • Bilingualism (French and English), spoken and written, required to communicate with suppliers and subcontractors outside Quebec.

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