Administrative Professional – Finance
Posted:
12/28/2022
Regina, Saskatchewan
Avana Developments Inc. is a high-growth and fast-paced company in its eighth year of business. We have emerged in the Western Canadian construction industry as a leading developer and a highly-rated property management company. Driven by a team of motivated and enthusiastic leaders with an unwavering entrepreneurial spirit, Avana is dedicated to providing the community with beautiful, attainable and safe rental homes. To carry out our mission of creating change through attainable housing, we are required to perform at an exceptionally high level, and that is where you come in.
We are expanding our team of professionals and are seeking highly organized, hard-working individuals. The successful candidate should be committed to personal development and excellence, and share similar goals and core values with our team. Our team is chalked full of high-performing and capable individuals, that are looking to invest their time and expertise not only into their discipline but their teammates and community as well. Everything we do at Avana is guided by our values. We act with honesty and integrity, evolve with innovation and improvement, lead our community in social responsibility, incubate entrepreneurial spirit and personal development, all while encouraging accountability. Ultimately, Avana is in search of a determined change-maker that is excited by the opportunity to positively impact the communities with which we operate.
We are expanding our team of professionals and are seeking highly organized, hard-working individuals. The successful candidate should be committed to personal development and excellence, and share similar goals and core values with our team. Our team is chalked full of high-performing and capable individuals, that are looking to invest their time and expertise not only into their discipline but their teammates and community as well. Everything we do at Avana is guided by our values. We act with honesty and integrity, evolve with innovation and improvement, lead our community in social responsibility, incubate entrepreneurial spirit and personal development, all while encouraging accountability. Ultimately, Avana is in search of a determined change-maker that is excited by the opportunity to positively impact the communities with which we operate.
Position Overview:
We are hiring an Administrative Professional, Finance to support Avana’s large-scale growth plans. The successful applicant will succeed in a fast-paced, progressive career, enjoy working with people in a team environment and lead with excellence. This role will report directly to the Senior Vice-President, Finance and is a full-time salary role.
Key Responsibilities:
- Monitor and communicate administrative standards, processes and policies for the Finance Division and making improvement recommendations to ensure optimum efficiency.
- Organize and prepare for division meetings, including gathering documents, drafting agendas, and maintaining meeting minutes.
- Support the monthly mortgage draw process for the Finance Division by preparing documents and tracking deadlines.
- Prepare and submit documents for mortgage applications and renewals, and track upcoming renewal dates and annual reporting requirements.
- Support Avana’s municipal funding applications and work with the municipalities to complete annual reporting.
- Act as a liaison for Avana with our insurance broker: prepare insurance applications and renewals, submit insurance claims, track upcoming insurance renewal dates, and prepare reports when needed.
- Communicate and gather documents from external partners such as lenders, mortgage brokers, insurance brokers, and construction partners.
- Maintain the Finance Division’s contact list and create a workflow to ensure the division has timely access to up-to-date contact information for relevant partners.
- Update the division’s regular action items/tasks/requests from both internal and external partners, and create a workflow to ensure the lists are up-to-date, accurate, and communicated to the Finance team regularly on Monday.com.
- Build upon the division’s newly implemented file organization system and work to transition files from the old structure to the new structure with minimal errors.
- Keep important information and documents organized physically, and electronically on company tools like Dropbox, Google Drive, Buildertrend, and Monday.com.
- Create, review, verify, and distribute Purchase Orders for approval.
- Retrieve, research, and compile all briefing and background materials for the division.
- Draft, record, proofread, and edit documents for the division.
- Reception coverage as needed, including answering and directing incoming phone calls, directing external visitors to meeting rooms, couriering documents, receiving and distributing incoming mail, ordering supplies, and preparing coffee for the office.
- Attend and represent Avana at various community events and functions.
- This position’s role and responsibilities are evolving, which may result in changes to scope and job description to support the company, as necessary.
Skills and Qualifications:
- Two (2) years of experience in administrative support is preferred.
- A diploma, certificate or equivalent in administrative services or business administration is preferred.
- Understanding and/or experience in the construction, finance/banking, or insurance industry is an asset.
- Familiar with office management and administrative practices, procedures, protocols and equipment.
- Proficiency in Microsoft Office (Word, Excel, and PowerPoint) and/or Google Workspace.
- Experience and proficiency in Monday.com would be considered an asset.
- A great communicator, both verbally and in writing.
- Critical thinking ability with solution-focused outcomes.
- Must be able to multitask and work well under pressure with limited supervision.
- Exceptional attention to detail, problem-solving ability, strategic thinking, excellent time management, and great interpersonal skills.
- Must be able to provide administrative support, including coordinating calendars, booking boardrooms, planning meetings and workshops, and arranging travel, accommodation and car rentals.
- Sense of ownership and pride in your performance and its impact on the company’s success.
- Excellent technical skills, including the ability to learn new software.
- Experience using Apple software is an asset.
- The ability to organize, prioritize, and proficiently complete multiple tasks while dealing with frequent interruptions and tight deadlines.
- Approachable and collaborative in order to build strong working relationships.
- Innovative in order to identify and make process improvement recommendations.
- Adaptable in order to meet new challenges as they arise.
- The successful candidate must be willing and able to apply and be appointed as a Commissioner for Oaths in Saskatchewan and maintain their eligibility and renew their status every five (5) years.
Compensation Package:
- Salary Range: $45,000 – $65,000 based on education and experience. Salaries are reviewed annually in October.
- Benefits: Dental and medical benefits package. 80% of the cost is covered by Avana. Option for employee to purchase disability and life insurance.
- Pension: The Pension Plan will commence at the start of your second year of employment. 2% of salary matched in year two, 3% of salary matched in year three, 4% of salary matched in year 4 and 5% of salary matched in year 5. Avana’s matched portion vests 12 months after first contribution.
- Vacation Entitlement: 20 business days per year. Must be accumulated prior to taking them.
- Annual Bonus: Opportunity to earn up to 10% of salary as an annual bonus.
- Parental Leave: Inclusive of four (4) months of salary top-up, up to a maximum of $15,000 total, with ongoing benefits based on the terms stated above. Pension will not apply for the duration of the period of leave. If an employee provides resignation within 24 months of the paternal leave return date, the total amount of the salary top-up will be repaid to Avana.
- Probation Period: The probation period is 90 days from the start date listed. In-office attendance is required five days per week throughout this period.
- COVID-19 Protocol: Avana requires all employees to be fully vaccinated. Exemptions may be made for anyone who has a confirmed medical diagnosis with a doctor’s note.
- Criminal Record Checks are required for all Avana employees prior to being hired. This is to be obtained at your expense and will not be reimbursed by the Employer.
