SummaryProvide assistance to the Realterm Property Managers with all operations in achieving property financial and operational objectives of the Canadian portfolio.

Essential Duties and Responsibilities Prepare, manage and track service, project, construction contracts and purchase orders

Assist in preparing requests for proposals for various services needed at the property

Work with Property Managers on administrative tasks for tenant improvements, move-ins and move-outs and capital projects

Assist in recording property inspections

Build and maintain positive relationships with tenants, vendors and contractors

Assist with fielding tenant complaints, dispatch to vendors and follow-up on performance

Perform initial review and coding of vendor invoices

Prepare and track utility billings to be invoiced back to tenants

Perform utility transfer process relating to acquisitions/dispositions and tenant activity

Support department on accounts payable research and follow up

Assist in preparation of owner reports, variance analyses and operating budgets

Setting up current accounts with utility providers

Ensure vendor and tenant compliance with insurance requirements

Assist in the maintenance and tracking of certificates of insurance

Manage tenant and vendor information database, including parking records

Develop and maintain management information books for each property

Maintain department file organization and construction files including contracts, approvals, insurance verification, construction bids and releases

Maintain and lead administrative efforts of yardi elevate, including but not limited to input and follow up on service tickets entered into the work order system





Maintain building contact and emergency contact lists for each property

Assist with preparing emergency response plans, as needed, within the Canadian portfolio

Monitor status of equipment inspections and certifications and work with Property Managers to have them completed

Assist Property Managers with property acquisition and disposition transition process

Assist the Director, Property Management with administrative support and implementation of department wide initiatives, including but not limited to management and tracking of department wide SOP’s

Perform special ad hoc research projects.

Acting as front desk/Reception when lead is out of office or away from their desk. Duties include handling phone calls and office correspondence, include email, welcoming visiting customers and delivery personnel, ordering supplies and food, and perform administrative services, as required Competencies Accountability

Character, Trust, Integrity

Planning, Decision-Making & Initiative

Development & Learning

Collaboration, Communication & Teamwork Qualifications Computer proficiency with Microsoft Office.

Yardi experience a plus.

Requires strong verbal and written communication skills and effective organizational and problem solving skills. Self-initiator with the ability to problem solve.



Also requires the ability to maintain an approachable, friendly demeanor and work with competing priorities and demands.

Must also be able to develop effective working relationships with staff, owners, tenants and vendors.

Must be organized and task oriented, able to work in a fast-paced, team-oriented environment with multiple deadlines, and adapt readily to changing priorities

Ability to draft and write detailed notes, provide communications to tenants and vendors, and help prepare reports and presentations in a clear and concise manner

Detail oriented with the ability to convey information orally and in writing in a clear and concise manner Education and/or Experience Minimum (1) one to (2) two years’ experience assisting with real estate/property management personnel and additional clerical support responsibilities. Some technical school and/or college coursework is helpful, in real estate or property accounting a plus. AS/AA degree or an equivalent combination of education, training and additional experience is required, as well as ease and facility working with numbers.

Work Environment The position will work in a general office setting and may require travel, up to 10% of time annually, to remote office locations based on organizational/business needs.

Physical

DemandsMust be able to remain in a stationary position for most of the workday, sitting at a desk, consistently operating a computer. The person in this position must be able to access file cabinets and office machinery (to include a computer, copier, and fax machine). On occasion, may need to lift boxes of up to 10 lbs.

📌 Property Coordinator, Dorval
🏢 Real Term
📍 Dorval