Administrative Assistant

RESPONSIBILITIES:

• Assist the IT leadership team with calendar management, meeting scheduling, and IT department administration tasks;
• Coordinate IT related technology purchases through the Business ERP system (Yardi);
• Create and oversee the creation of IT PO generation and their approvals in accordance to company procurement policy;
• Liaise with external suppliers and coordinate the payment of vendor invoices through the
• Business ERP System and with Accounts Payable dept. in a timely manner;
• Apply Cost allocation of IT costs to various Business Units throughout the business as per predefined coding rules for property related recovery and corporate cost allocation;
• Liaison with Accounting and Corporate Financial Reporting teams on providing direction for IT related cost bookkeeping including accruals, IT dept. reporting or the application of expected accounting policy;
• Work with IT Leadership team to create and maintain an IT Dept. Operational/General Administrative Budgets and their relating reporting for both Operational and Capital Expense;
• Liaison with Corporate Financial teams to input and maintain the IT Budget and Reforecast information within Yardi ERP and Hyperion applications;
• On a monthly and quarterly basis assist the IT leadership in preparation of IT Executive Governance Committee presentation, reflecting IT Project & Cost performance;
• Maintain IT Dept.’s Contract Mgmt. database, updating contract details, contacts, renewal dates. Inform the IT Mgmt. team on a timely basis of upcoming renewals well in advance of negotiations;
• Assist with IT Portfolio management report to ensure updates are accurate;
• Ensure consistency of IT department team updates and reporting in compliance to the departments project management, project internal controls and software development lifecycle practices/policy;
• Maintain and assist the IT Management in the evolution of its project management and software development lifecycle practices/policy;
• Create presentations and other documents as required;
• Assist with projects and other duties as required.

QUALIFICATIONS:

• Minimum 3 years’ experience in accounting practices and bookkeeping, technical writing /
• creating presentations;
• Demonstrated ability to manage several initiatives and operational requirements simultaneously;
• Expertise and knowledge in a variety of Office Productivity tools and techniques i.e. MS Word, Excel, PowerPoint, Skype, Outlook;
• Excellent written and verbal communication skills;
• Proven analytical and problem solving skills;
• Knowledge of Information Technology COBIT Governance.