Office Manager

Montcrest Asset Management Overview

Montcrest Asset Management ("Montcrest") is a Toronto-based private equity real estate firm focused on identifying, acquiring, developing, and actively managing value-add opportunities. Established in 2012, Montcrest partners with high-net-worth and institutional investors to pursue compelling, risk-adjusted returns across multiple asset classes, including residential, industrial, self-storage, and commercial assets. With a hands-on, execution-driven approach, Montcrest manages projects internally from acquisition and due diligence through development, asset management, and realization, with a strong focus on opportunities in the Greater Toronto Area.

Position Summary

The Office Manager is responsible for overseeing office operations, administrative functions, property coordination, IT liaison activities, and executive support. This role ensures the efficient day-to-day functioning of the office while supporting multiple business branches, including development, property management, and corporate leadership.

Key Responsibilities

Office Administration & Maintenance

• Manage inventory of office and kitchen supplies, as well as tracking of employee vehicles and office equipment/assets
• Act as the key liaison with building management, including administration of lease obligations, parking arrangements, and rent-related matters
• Oversee office maintenance, including coordinating repairs, preventative maintenance, and office improvements
• Coordinate meetings and company events, including scheduling, catering, logistics, and preparation of required documentation and materials
• Banking
• Perform routine banking functions, including cheque deposits and release of holds
• Prepare purchase orders and review invoices for accuracy and processing

Information Technology

• Serve as the primary point of contact between the company and external IT service providers
• Conduct first-level troubleshooting to minimize downtime and maintain team productivity
• Review, validate, and approve IT invoices, including dispute resolution where necessary
• Maintain oversight of company hardware, software, licensing, and subscriptions

Non-Residential Fund Property Management

• Coordinate maintenance and ensure all properties are maintained in good working conditions
• Administer tenant-related documentation, including leases, insurance records, correspondence, notices, payment records, and supporting materials
• Oversee rent collection processes, maintain rent rolls, and monitor outstanding balances
• Prepare and issue tenant notices (e.g., notices of entry, late payment, default, and termination)
• Coordinate utility account setup and disconnections as required
• Liaise with external property management providers to support preparation and execution of management agreements
• Maintain up-to-date site photos and ensure timely collection and filing of vendor reports (e.g., security, pest control, maintenance inspections, and related services)

Development Team Support

• Support development projects with application submissions, including preparing correspondence, completing required forms, and processing application fees
• Review submission materials to ensure compliance with municipal requirements
• Track timelines and coordinate with consultants and stakeholders
• Prepare comment response matrices and manage submissions through City submission systems
• Coordinate site visits, track required deliverables, and obtain parcel registers
• Provide direct administrative support to the Vice President, Development, on an as-needed basis

Marketing & Communications (Montcrest)

• Manage corporate social media accounts, including content development and publishing across platforms such as LinkedIn, Instagram, and YouTube
• Monitor digital channels, respond to inquiries, and maintain engagement standards
• Support maintenance of the corporate website and organization of internal media and asset libraries
• Coordinate corporate events, including planning, logistics, and vendor management
• Liaise with external public relations firms and oversee deliverables

Executive Support

• Support executives with personal expense management and payment processing
• Coordinate travel arrangements, accommodations, and scheduling of meetings and appointments
• Assist with ad hoc requests and special projects as assigned

Key Attributes for Success

• Skilled in the use of Microsoft Word, Outlook, PowerPoint, and Excel
• Possess effective communication skills, both written and verbal
• Excels in a fast-paced and dynamic environment and enjoys new challenges
• Demonstrates excellent organizational and time management skills
• Committed to providing exceptional client service
• Punctual and dependable
• Positive and outgoing attitude
• Ability to work effectively with others
• Fast learner with a keen eye for detail
• G-licensed driver with own vehicle for transportation