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In Office

Job Description

The Administrative Assistant provides administrative and client services support for Corporate Real Estate Canada.

Responsible for answering all incoming calls and emails, ensuring customer service is always a top priority, transmitting the various requests via work order system, or alternatively, interpreting where the caller/writer should be forwarded to in order to provide optimal service.

Provide administrative assistance to the Corporate Real Estate Department. The Administrative Assistant is also responsible for coordinating some service providers, taking care of meeting room services and is involved in event planning with the team, as well as ServiceLine communications and sending updates to the Corporate Real Estate Hub SharePoint site.

Strong organizational skills, troubleshooting, customer service and diplomacy are vital.

Responsibilities:

• Will represent Corporate Real Estate with all face-to-face customers at our concierge desk. Promptly and professionally handles incoming calls and e-mails by interpreting where the caller/writer should be forwarded in order to provide optimal service.
• Ability to listen and handle callers with tact and diplomacy and communicate clearly and effectively at all times.
• Must be very familiar with Microsoft Office 360 products including Outlook, Word, Excel and Powerpoint
• Responsible for meeting room services by working with customers for their meeting needs, reserving rooms, maintaining supplies in the rooms and updating changes.
• The coordination of service providers such as cleaning, plant maintenance, document destructions services and others.
• Creates purchase orders and processes invoices.
• The ability to manage and prioritize all Service Requests which entails determining to whom the requests need to be actioned by. Monitors timely and appropriate completion of Service Requests and provides reporting to Management as required.
• Keeping abreast of the constant changes within the company to build and maintain an effective network of contacts to help process all requests as efficiently as possible. Developing a strong relationship with Administrative Assistants and Move Ambassadors from other departments.
• Provides administrative assistance to the Manager of Corporate Real Estate.
• Provides support to the Conference Centre and Concierge Desk. This includes locker assignments, lost/missing keys and other service requests.
• Must monitor and control office supply inventory, sort and distribute mail and monitor ServiceLine email requests for the Montreal Office. Provide back up support for Halifax and Waterloo ServiceLines.
• Responsible for managing service requests for Manulife offices at 900 Blvd de Maisonneuve Ouest and 2000 rue Mansfield , Imaging and Mailroom departments.
• Assist team with various projects and initiatives and on occasion with team members in other regions.

Knowledge/Skills/Competencies:

• Strong knowledge of Windows, Word, Excel and Outlook
• Fluently Bi-Lingual (English / French)

• Strong interpersonal skills, customer service skills and precise communication skills both verbal and written. Ability to maintain effective relationships and be flexible to changing environments
• Self motivated, professional and flexible; able to work both independently and as part of a team
• Sound problem solving skills
• Ability to work independently and use discretion and judgment when dealing with clients
• In office presence from Monday to Friday with some flexibility to work from home on occasion.
• Flexibility to work outside of business hours from time to time depending on the needs of current projects and activities.

Problems/Challenges:

• Professionally dealing with requests and dealing with any conflict or emergency situations.
• Must be extremely sensitive to the needs of all Manulife staff
• Demands are high volume and related to varying issues
• Influencing and negotiating with others to meet deadlines
• Excellent time management skills; ability to multi-task, juggling multiple priorities (i.e. day to day services vs. project work)

Position Dimensions (Organizational Impact):

Initial liaison with all incoming calls/visitors including client requests, service providers, couriers, operations staff, etc. ensuring all queries are addressed in a timely and professional manner.

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L'assistant(e) administratif(ve) fournit un soutien administratif et des services à la clientèle pour Corporate Real Estate Canada.

Il est chargé de répondre à tous les appels et courriels entrants, de veiller à ce que le service à la clientèle soit toujours une priorité absolue, de transmettre les diverses demandes par le biais du système d'ordre de travail ou, à défaut, d'interpréter où l'appelant ou le rédacteur doit être transféré afin de fournir un service optimal.

Fournir une assistance administrative au département immobilier de l'entreprise. L'assistant administratif est également chargé de coordonner certains prestataires de services, de s'occuper des services de salles de réunion et de participer à la planification d'événements avec l'équipe, ainsi que des communications ServiceLine et de l'envoi de mises à jour sur le site SharePoint du Corporate Real Estate Hub.

De solides compétences en matière d'organisation, de résolution de problèmes, de service à la clientèle et de diplomatie sont indispensables.

Responsabilités :

• Représenter Corporate Real Estate auprès de tous les clients en face à face à notre bureau de conciergerie. Traiter rapidement et professionnellement les appels et les courriels entrants en interprétant la destination de l'appelant ou de l'auteur afin de fournir un service optimal.
• Capacité à écouter et à traiter les appelants avec tact et diplomatie et à communiquer clairement et efficacement à tout moment.
• Connaissance approfondie des produits Microsoft Office 360, notamment Outlook, Word, Excel et Powerpoint.
• Responsable du service des salles de réunion en travaillant avec les clients pour répondre à leurs besoins, en réservant les salles, en maintenant les fournitures dans les salles et en mettant à jour les changements.
• La coordination des prestataires de services tels que le nettoyage, l'entretien des plantes, les services de destruction de documents et autres.
• Créer des bons de commande et traiter les factures.
• La capacité à gérer et à hiérarchiser toutes les demandes de service, ce qui implique de déterminer par qui les demandes doivent être traitées. Contrôler l'exécution des demandes de service dans les délais et de manière appropriée et fournir des rapports à la direction si nécessaire.
• Se tenir au courant des changements constants au sein de l'entreprise afin de constituer et d'entretenir un réseau efficace de contacts pour aider à traiter toutes les demandes aussi efficacement que possible. Développer une relation solide avec les assistants administratifs et les ambassadeurs des autres départements.
• Fournir une assistance administrative au gestionnaire de l'immobilier d'entreprise.
• Apporter son soutien au centre de conférence et au bureau du concierge. Cela comprend l'attribution des casiers, les clés perdues ou manquantes et d'autres demandes de service.
• Surveiller et contrôler l'inventaire des fournitures de bureau, trier et distribuer le courrier et surveiller les demandes de courrier électronique de la ligne de service pour le bureau de Montréal. Assurer le soutien des lignes de service de Halifax et de Waterloo.
• Responsable de la gestion des demandes de service pour les bureaux de Manulife situés au 900, boulevard de Maisonneuve Ouest et au 2000, rue Mansfield, des services d'imagerie et de la salle de courrier.
• Assister l'équipe dans le cadre de divers projets et initiatives et, à l'occasion, collaborer avec des membres de l'équipe dans d'autres régions.

Connaissances, aptitudes et compétences :

• Solide connaissance de Windows, Word, Excel et Outlook.
• Parfaitement bilingue (anglais/français)
• Solides compétences en matière de relations interpersonnelles, de service à la clientèle et de communication précise, tant à l'oral qu'à l'écrit. Capacité à entretenir des relations efficaces et à s'adapter à des environnements changeants.
• Motivation personnelle, professionnalisme et flexibilité ; capacité à travailler à la fois de manière indépendante et au sein d'une équipe.
• Solides compétences en matière de résolution de problèmes
• Capacité à travailler de manière indépendante et à faire preuve de discrétion et de jugement dans les relations avec les clients.
• Présence au bureau du lundi au vendredi, avec une certaine flexibilité pour travailler à domicile à l'occasion.
• Flexibilité pour travailler en dehors des heures de bureau de temps en temps en fonction des besoins des projets et activités en cours.

Problèmes/défis :

• Traiter les demandes de manière professionnelle et faire face à tout conflit ou situation d'urgence.
• Doit être extrêmement sensible aux besoins de l'ensemble du personnel de Manuvie.
• Les demandes sont nombreuses et liées à des questions variées.
• Influencer et négocier avec les autres pour respecter les délais.
• Excellentes compétences en matière de gestion du temps ; capacité à mener plusieurs tâches de front et à jongler avec des priorités multiples (c.-à-d. services quotidiens et travail sur des projets).

Dimensions du poste (impact sur l'organisation) :

Il assure la liaison initiale avec tous les appels/visiteurs entrants, y compris les demandes des clients, les fournisseurs de services, les coursiers, le personnel des opérations, etc. en veillant à ce que toutes les questions soient traitées de manière opportune et professionnelle.

Every career at Manulife/John Hancock provides the opportunity to learn new skills and move your career forward. Ready to make an impact somewhere? What are you waiting for? Apply today.

About John Hancock and Manulife

John Hancock is a unit of Manulife Financial Corporation, a leading international financial services group that helps people make their decisions easier and lives better. We operate primarily as John Hancock in the United States, and Manulife globally, including Canada, Asia and Europe. We provide financial advice, insurance and wealth and asset management solutions for individuals, groups and institutions. Assets under management and administration by Manulife and its subsidiaries were CAD$1.3 trillion (US$1.1 trillion) as of June 30, 2021. Manulife Financial Corporation trades as MFC on the TSX, NYSE, and PSE, and under 945 on the SEHK. Manulife can be found at manulife.com .

One of the largest life insurers in the United States, John Hancock supports more than 10 million Americans with a broad range of financial products, including life insurance , annuities , investments , 401(k) plans , and education savings plans . Additional information about John Hancock may be found at johnhancock.com .

Manulife is an Equal Opportunity Employer

At Manulife /John Hancock , we embrace our diversity. We strive to attract, develop and retain a workforce that is as diverse as the customers we serve and to foster an inclusive work environment that embraces the strength of cultures and individuals. We are committed to fair recruitment, retention, advancement and compensation, and we administer all of our practices and programs without discrimination on the basis of race, ancestry, place of origin, colour , ethnic origin, citizenship, religion or religious beliefs, creed, sex (including pregnancy and pregnancy-related conditions), sexual orientation, genetic characteristics, veteran status, gender identity, gender expression, age, marital status, family status, disability, or any other ground protected by applicable law.

It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will work with applicants who request a reasonable accommodation during the application process . All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Manulife/John Hancock policies . To request a reasonable accommodation in the application process, contact recruitment@manulife.com .

The annual base salary for this role is listed below.

Montreal, Quebec

Salary range is expected to be between

$38,625.00 CAD - $64,375.00 CAD

If you are applying for this role outside of the primary location, please contact recruitment@manulife.com for the salary range for your location. The actual salary will vary depending on local market conditions, geography and relevant job-related factors such as knowledge, skills, qualifications, experience, and education/training. Employees also have the opportunity to participate in incentive programs and earn incentive compensation tied to business and individual performance.

Manulife offers eligible employees a wide array of customizable benefits, including health, dental, mental health, vision, short- and long-term disability, life and AD&D insurance coverage, adoption/surrogacy and wellness benefits, and employee/family assistance plans. We also offer eligible employees various retirement savings plans (including pension and a global share ownership plan with employer matching contributions) and financial education and counseling resources. Our generous paid time off program in Canada includes holidays, vacation, personal, and sick days, and we offer the full range of statutory leaves of absence. If you are applying for this role in the U.S., please contact recruitment@manulife.com for more information about U.S.-specific paid time off provisions.