About the Company

Onni has been building communities for people to live, work, and play for over half a century. The company is committed to quality construction, innovation, sustainability, and customer satisfaction, operating across North America with offices in Vancouver, Toronto, Los Angeles, Seattle, Phoenix, and Chicago.

Job Description

Executive Assistant (15%)

- Prepare and follow up with various correspondence
- Follow up on telephone & email inquiries and respond as appropriate
- Schedule and coordinate calendar appointments
- Prioritize & manage multiple projects simultaneously, and follow through to completion
- Assist with reviewing documents & reports and follow up with outside parties as required
- Manage & perform reconciliations for company credit cards
- Compile and prepare reports as required for senior leadership
- Prepare meeting agendas and minutes from meetings
- Assure discreet handling of all departmental business

Commercial Property Administration (50%)

- Set up RFPs, change orders, contract templates, and other project documents required to ensure smooth execution of a project
- Input required information into contract templates and issue to vendors for execution
- Coordinate drawings/proposals for pricing and record quotes once received
- Put together budgets and job cost details as required for a project
- Collect, maintain, and organize TI/Capital Improvement documentation, including engineer/architect/consult reports
- Issue/collect approved contracts/purchase orders and organize once received
- Collect, organize warranties/manuals, close‑out documents from trades and file for records and handover to tenants
- Assist in the preparation of annual budgets, forecasts, monthly reports, and variance reports
- Assist with A/R and A/P reconciliations and coding
- Assist with accounts receivable and accounts payable, including collection of rent, accruals, payment of expenses,



common area maintenance estimates, reconciliations, compliance with lease terms, and preparation of all related documentation
- Respond to tenant requests and needs and coordinate with the Property Management Team to resolve issues
- Schedule and facilitate maintenance with vendors and tenants
- Document and track all certificates of insurance from vendors and tenants
- Maintain accurate and pertinent information for vendors and tenants
- Prepare correspondence and memos to tenants and vendors
- Establish and maintain positive relationships with internal and external tenants and vendors
- Maintain all lease and property‑related files
- Liaise between Property Management, Leasing, and Construction departments to ensure smooth transitions and flow of information
- Draft and review various building and lease‑related contracts, including service and parking agreements
- Schedule and coordinate meetings and tenant events
- Take and organize meeting minutes as required

Commercial Leasing Coordinator (35%)

- Act as the primary point of contact for tenant inquiries related to lease terms, billing, and other leasing matters
- Address tenant concerns and coordinate with relevant departments to resolve issues promptly
- Organize and manage internal and external meetings
- Draft documents such as leases, extensions, renewals, or modifications from templates
- Maintain an up‑to‑date and accurate database of lease agreements and tenant information
- Manage industry association sponsorships such as NAIOP, CREW, etc.




- Prepare and organize marketing materials, brochures, signage, and coordinate photographers
- Book travel as necessary
- Plan and organize internal and external events

Minimum Qualifications (Knowledge, Skills, and Abilities)

- Experience supporting senior management/executive level is an asset
- Bachelor’s degree in Business Administration, Real Estate, or a related field preferred
- Strong knowledge of MS Office, including Word, Excel, PowerPoint, Outlook, and SharePoint
- Upbeat, positive, outgoing, personable, and able to relate well with diverse groups
- Demonstrated commitment to completion of projects on a timely basis
- Excellent verbal, written, and keyboard skills and organizational skills
- Expert‑level written and verbal communication
- Experience in Real Estate, Finance, Construction, Property Management, Leasing, or Marketing environment is a major asset
- Self‑motivated and able to work both in a team and individual environment

Rewards

- Competitive pay and comprehensive benefit package
- Programs to continuously develop and recognize employees
- Wellness: lifeworks wellness platform
- Excellent company culture with lots of exciting projects and growth

Salary Range

$55,000 – $65,000

AI Use

This role may involve the use of artificial intelligence (AI) tools to support research, analysis, content development, design, reporting, or operational efficiency. Employees are expected to use AI responsibly and in compliance with company policies, data privacy requirements, confidentiality obligations, and applicable laws. All AI‑generated or AI‑assisted outputs must be reviewed for accuracy, quality, and appropriateness before use. Employees are also expected to disclose when AI tools have been used in the creation of work and must not present AI‑generated content as solely their own original work.

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📌 Commercial Property Administrator and Leasing Coordinator (Vancouver)
🏢 Onni Group of Companies
📍 Vancouver