Property Administrator - Jobs in Calgary, AB

Job Description

LocationRoyal Bank Building - 335 - 8th Avenue SWBusinessWithin our office business, this conviction guides every aspect of our work. Our signature structures not only define skylines but are also true destinations — bringing together office areas, retail spaces, and dining options all in one. And our high-end design capabilities and strong sustainability practices allow us to create properties that raise the bar for real estate everywhere. It’s why the world’s most respected businesses, non-profits, and start-ups choose us as their partner.If you’re ready to be a part of our team, we encourage you to apply.Job DescriptionDESCRIPTION:This position is responsible for providing full administrative support to the Property Manager and other departments in the Bankers Hall Complex management office. The position is responsible for the preparation of various internal and external reports in addition to assisting with various accounting and administrative functions as required. Assist or support the entire Management Team including the Tenant Services and Marketing and Events team on an ongoing basis.A key part of this role is the need to anticipate and initiate appropriate action in dealing with tenants and ensuring management’s time is conserved. Much of the work will require discretion and a thorough appreciation of the inter-relationship of the organization’s units and functions, as well as significant external relationships and issues. This is a highly responsible position that typically operates with a great deal of latitude for independent judgment. It requires a great deal of tact and integrity due to the frequency of high-level internal and external contacts and the high exposure to confidential information. This position will ensure that all printed material and communication developed by Management Office is of a superior nature and quality.This position contributes positively to the efficient, friendly, and cooperative office environment so that the environment promotes a superior commitment to tenant service by the Property Management Group. This position demands flexibility and a high degree of organizational skills to manage a variety of competing priorities and changing deadlines.RESPONSIBILITIES: Key responsibilities include but are not limited to:Tenant ServicesAttends key tenant meetings, taking the minutes and ensuring that they are distributed within 2 business days of the meetingAssists with management of Tenant Contacts Database ensuring that it is kept up to dateUnderstanding lease details to be able to interpret the impact on property operations and accounting.Managing tenant signage including suite and floor signage on multi-tenant floors plus the electronic directories.Assisting Tenant Service Coordinator with following up on outstanding tenant insurance, and tracking the current status with BCS.Assist Tenant Services Coordinator with following up with administrative functions around the pop sites including ensuring that agreements, insurance, permits, and accounts receivable are currentAssist with onboarding new tenantsManage the inventory of tenant gifts in stock working with reception and marketing to plan for tenant anniversary gifts.Ensure that letters are prepared and promptly sent out following any elevator entrapmentsEnsures that tenant files in the central filing are kept currentAccounts Receivable & Account PayablesAssist with the preparation of correspondence for the annual distribution of RAN & CAM packagesPreparation and distribution of tenant monthly bills for service requests from the previous monthAssist with preparation of detailed individual tenant account reconciliations when requiredCompletes the monthly billing reconciliation in Angus to ensure that billable service requests are accurate when processed.Preparation of Pos and processing of invoicesAssisting with reconciliation of Purchasing and T&E cards when the Receptionist or Operations Admin Assistant is awayContract & Contractor ManagementMonitor contracts and insurance certificates in the Contract PortalEnsure that the managers of the individual contracts are notified of upcoming expiration dates giving notice three months and one month prior. Track status of contract follow-up with managers noting any feedback from the manager on renewal decisionAssist managers with the generation of RFP templates and data inputting for analysis of bids receivedUpload new approved contracts and insurance documents to the portalAttends key contractor meetings, contributing, taking the minutes, and ensuring any follow-up items are addressed by the property and contractor teams.Assist with following up on the status of building permits ensuring that any relating to the addresses of the property where the project is complete are closedHave a thorough understanding of the work authorization process assisting with questions when needed.Assist reception with ensuring that the contractor contract database is current and accurate.Brookfield Properties’ Safety, Health, and Environment PolicyProactively identify, manage, and mitigate hazards to reduce risk to the workplace.Engage in training and continuing education to develop the knowledge, skills, and competencies required to work safely.Take action to stop work if it cannot be executed safely or if conditions or behaviors are unsafe.Immediately report SH&E incidents, near-misses, unsafe conditions, and/or at-risk behaviors to their supervisor; then diligently work to correct the problem.Promote safe work practices and safe working conditions in accordance with all Brookfield Properties Safe Work Procedures.Wear Personal Protective Equipment when required.Other DutiesBack up support for other department administrative assistant roles including Reception, Operations Administration Assistant, Building Services & Tenant Services Coordinator when neededAssist when needed with the generation of temporary and permanent signage ensuring it is prepared to the Brookfield Properties required standardAssists in preparing documentation for building certifications when required & assists with building initiatives such as Environment and Sustainability projects.Assists when required in generating notices and posts for addition to the Brookfield axiis AppAssists when required with the generation of Brookfield WeeklyAssist in the annual budget preparation process and production of the budget package once approved.Assist Tenant Services Coordinator with the preparation of monthly Co-Owner ReportAssist with the organization of both tenant and employee events throughout the year.Undertake any and all other duties/projects as assigned.QUALIFICATIONSSERVICE / PERSONAL SKILLS:Impeccable communication and interpersonal skills (oral & written)Strong service orientationMature with high standards of professionalismFriendly, courteous telephone manner is essentialMust be able to work in a fast-paced, team-oriented environmentAbility to determine client requirements and provide solutions to urgent needsAbility to deal with issues that are confidential and sensitive in nature requiring professionalism and discretionAbility to work independently as well as part of a teamMust have an ability to manage competing priorities; have the ability to prioritize tasks and respond pro-activelyDemonstration of excellent communication skills is essential, as well as possession of analytical and organizational skillsEXPERIENCE & TECHNICAL SKILLS:Minimum of five (5) years of administration experienceStrong customer service experience requiredProperty Operations or accounting experience is an assetImpeccable attention to detailExcellent computer skills with experience in PowerPoint, graphic software, and MS officeExcellent telephone manner and customer service skillsAbility to learn new technical softwareAptitude to multi-task and deadline orientedEDUCATION/DESIGNATIONS/LICENSES:Post-high school business administration qualification, or equivalent years of experienceWe are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.Quick Apply

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