Zelia Farias
Vaudreuil-Dorion,QC
Summary
Dedicated administrative professional with successful experience in fast-paced office settings. Hardworking team player with expertise in completing various clerical tasks and offering staff support. Responsible, punctual and productive professional when working with little to no supervision. Hardworking and focused Administrative professional offering excellent communication, planning and prioritization skills demonstrated through 24 years of performance in real estate management. Skilled at drafting reports and business correspondence, managing mail and updating tracking spreadsheets. Exceptional leadership skills with expertise in streamlining workflow to optimize personnel strengths.
Overview
31
31
years of professional experience
Work History
Property Administrator
Triovest Realty Advisors
02.2015 - 05.2024
- Prepare bank deposits (monthly rent);
- Prepare cheques requisitions;
- Control petty cash system;
- Order office supplies, handle deliveries and mail;
- Drafting memos;
- Issue purchase orders;
- Maintain parking records of the tenants; access card system
- Send notices of late payments/increases/arrears/NSF cheques and reminders of late payments to tenants
- Setting up a complete filing system for all records and documents; maintain logs and lists as necessary
- Increased tenant satisfaction by promptly addressing maintenance issues and providing exceptional customer service.
- Report to the Property Manager and provide reliable, timely, and efficient support for properties in the assigned portfolio,
- Establish and maintain professional working relationships with Tenants Respond to complex Tenant queries
- Coding invoices for payment including Tenant chargebacks and building utilities in a timely manner to ensure they are processed by the month end deadlines set by the Property Manager
- Ensure accurate and timely monthly Tenant billings through the monthly rent roll reconciliations
- Organize and manage Tenant Accounts receivables, prepare monthly parking revenue reports and collect rent cheques
- Reconciliation of G/L accounts Update monthly Accounts receivables and report and submit to Property manager for review
- Develop and maintain an effective line of communication within the Property Management and operations group and provide Administrative assistance
- Overview of Angus reports to ensure Tenants calls have been dealt with on a timely basis
- Prepare all relevant Tenant letters and documentation for year-end recoveries.
- Increased tenant satisfaction by promptly addressing maintenance issues and providing exceptional customer service.
- Followed up on delinquent tenants and coordinated collection procedures.
- Collected and maintained careful records of rental payments and payment dates.
Administrative-Assistant
Triovest Realty Advisors
10.2014 - 10.2015
- Maintain physical and electronic files or other organizational system
- Administrative support to Director of Construction with scheduling of meetings, generating contracts, processing expense reports, generating letters/spreadsheets, calendar management for department and filing
- Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
- Liaison between Tenant Coordinators and General Contractors for insurance document requirements
- Update Status Report and track all T.I.'s from start of construction to completion
- Collect required photos and close out paperwork from General Managers/Operations Team
- Assist with billing process (corporate)
Executive Assistant
Triovest Realty Advisors
05.2013 - 10.2014
- Provide personal administrative support and assistance to executive VP and Leasing director
- Organized and coordinated conferences and monthly meetings.
- Processed travel expenses and reimbursements for executive team and senior management group.
- Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
- Prepare expense reports
- Arrange and co-ordinate meetings and events Liaise with internal staff at all levels
- Prepare and edit correspondence, communications, presentations and other documents
- Control petty cash system
- Handled confidential and sensitive information with discretion and tact.
Receptionnist – Customer Service
Triovest Realty Advisors
01.2012 - 02.2013
- Handling telephone calls to office
- Greet visitors Correspondence and filing
- Provide clear communication to tenants
- Handle tenants' requests (work orders) and dispatch to building operators
- Ensure tenant's satisfaction by calling tenant after job completed
- Processing of daily mail;
- Provide help to property managers and property administrators upon request
Receptionnist – Customer Service
Redcliff Metivier
08.2011 - 10.2012
- Handling telephone calls to office Greet visitors Correspondence and filing Provide clear communication to tenants Handle tenants' requests (work orders) and dispatch to building operators Ensure tenant's satisfaction by calling tenant after job completed Processing of daily mail
- Greeted incoming visitors and customers professionally and provided friendly, knowledgeable assistance.
- Resolved customer problems and complaints.
- Corresponded with clients through email, telephone, or postal mail.
- Provided administrative support to staff members by handling correspondence, filing documents, and managing office supplies inventory.
- Maintained confidentiality of information regarding clients and company.
- Sorted, received, and distributed mail correspondence between departments and personnel.
Purchasing Coordinator
Morguard Investments Limited
03.2010 - 08.2011
- Oversees and participates in day-to-day processing of accounts payables
- Analyze supplier statements received, follow ups on any outstanding payments
- Handles all aspects of accruals to ensure proper amounts owed
- Coordinate and develops relationship with various internal functions to ensure timely submission of AP (complete monthly, quarterly and year-end reports)
- Responsible for timely collection of tenants arrears
- Perform all initial collection calls and track follow-up
- Liaison with operations and management on complex collection issues
- Run & distribute tenant rental statements from JDE
- Prepare cash receipts and bank deposits – ensure payments are deposited
Secretary - Receptionnist
Morguard Investments Limited
01.1999 - 01.2010
- Handling telephone calls to office
- Greet visitors
- Correspondence and filing
- Provide clear communication to tenants
- Handle tenants' requests (Angus) and dispatch to building operators and janitors
- Petty cash report, Lease data entry
- Receive all tenants' rental checks
- Prepare cash receipts and bank deposits
- Monitoring of tenants accounts (statements, invoicing, charge-backs, rent summaries)
- Sending correspondence to tenants for collection of payments
Receptionist
Fiducie Desjardins
06.1993 - 04.1998
- Answered all telephone calls to the company (+100 daily)
- Greeted all visitors to the company
- Processing of daily mail, correspondence, invoicing, filing
- Collect residential tenants' rental payment, record payments
- Send notices of late payments/increases/arrears/NSF checks and reminders of late payments to tenants
Education
Secretarial School (Bookkeeping)
Ecole Stella-Maris, QC01.1992
Cegep St-Laurent
St. Laurent, QC01.1989
D.E.S. Ecole Secondaire Des Sources
01.1988
Skills
- Progressive twenty years of secretarial experience in property management Highly skilled in solving issues Ability to work independently and with established teams Multi-tasking skills, flexible and ability to work under pressure Well organized, details oriented, and strong communication skills
- Computer Skills
- Microsoft Excel
- Data Entry
- Microsoft Word
- Customer Service
- Microsoft PowerPoint
- Customer and client relations
- Accounting skills
- Purchase orders organization
- Invoice Processing
Languages
French
Native or Bilingual
English
Native or Bilingual
Portuguese
Native or Bilingual
City
Vaudreuil
Province
QC
Postal Code
J7V 0J6
Cell
(514) 713-4662
Street
240 rue Jean-Claude Tremblay
References
Mr. Sylvain Clermont, (514) 602-5845
Timeline
Property Administrator
Triovest Realty Advisors
02.2015 - 05.2024
Administrative-Assistant
Triovest Realty Advisors
10.2014 - 10.2015
Executive Assistant
Triovest Realty Advisors
05.2013 - 10.2014
Receptionnist – Customer Service
Triovest Realty Advisors
01.2012 - 02.2013
Receptionnist – Customer Service
Redcliff Metivier
08.2011 - 10.2012
Purchasing Coordinator
Morguard Investments Limited
03.2010 - 08.2011
Secretary - Receptionnist
Morguard Investments Limited
01.1999 - 01.2010
Receptionist
Fiducie Desjardins
06.1993 - 04.1998
Secretarial School (Bookkeeping)
Cegep St-Laurent
D.E.S. Ecole Secondaire Des Sources
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