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 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 Services

• Attends key tenant meetings, taking the minutes and ensuring that they are distributed within 2 business days of the meeting
• Assists with management of the Tenant Contacts Database ensuring that it is kept up to date
• Participates with Tenant handouts & other Tenant events that are scheduled throughout the year.
• Understanding 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 current
• Assist with onboarding new tenants
• Manage 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 entrapments
• Ensures that tenant files in the central filing are kept current

Accounts Receivable & Account Payables

• Assist with the preparation of correspondence for the annual distribution of RAN & CAM packages
• Preparation and distribution of tenant monthly bills for service requests from the previous month
• Assist with the preparation of detailed individual tenant account reconciliations when required
• Completes the monthly billing reconciliation in Angus to ensure that billable service requests are accurate when processed.
• Preparation of Pos and processing of invoices
• Assisting with reconciliation of Purchasing and T&E cards when the Receptionist or Operations Admin Assistant is away

Contract & Contractor Management

• Monitor contracts and insurance certificates in the Contract Portal
• Ensure that the managers of the individual contracts are notified of upcoming expiration dates giving notice three months and one month prior. Track the status of the contract follow up with managers note any feedback from the manager on renewal decision
• Assist managers with the generation of RFP templates and data inputting for analysis of bids received
• Upload new approved contracts and insurance documents to the portal
• Attends 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 is closed
• Have 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 Policy

• Proactively 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 Duties

• Back up support for other department administrative assistant roles including Reception, Operations Administration Assistant, Building Services & Tenant Services Coordinator when needed

• Assist when needed with the generation of temporary and permanent signage ensuring it is prepared to the Brookfield Properties required standard
• Assists 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 App
• Assists when required with the generation of Brookfield Weekly
• Assist 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 Report
• Assist 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 orientation
• Mature with high standards of professionalism
• Friendly, courteous telephone manner is essential
• Must be able to work in a fast-paced, team-oriented environment
• Ability to determine client requirements and provide solutions to urgent needs
• Ability to deal with issues that are confidential and sensitive in nature requiring professionalism and discretion
• Ability to work independently as well as part of a team
• Must have an ability to manage competing priorities; have the ability to prioritize tasks and respond pro-actively
• Must be able to deal with simultaneously occurring issues that might be competing for time while maintaining a calm environment for both internal and external clients
• Demonstration of excellent communication skills is essential, as well as possession of analytical and organizational skills

EXPERIENCE & TECHNICAL SKILLS:

• Minimum of five (5) years of administration experience
• Strong customer service experience required
• Property Operations or accounting experience is an asset
• Impeccable attention to detail
• Excellent computer skills with experience in PowerPoint, graphic software, and MS office
• Excellent telephone manners and customer service skills
• Ability to learn new technical software
• Aptitude to multi-task and deadline oriented

EDUCATION/DESIGNATIONS/LICENSES:

• Post-high school business administration qualification, or equivalent years of experience

We 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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