Position: Property Coordinator, Sherwood Park Mall

Division: Property Management

City: Sherwood Park and Alberta Area

WHO WE ARE:

Royop is a leading commercial real estate development company based in Calgary, with over 60 years of experience delivering innovative and sustainable projects across Alberta.

Recognized as one of Canada’s Best Managed Companies by Deloitte, we pride ourselves on fostering a collaborative culture, building strong relationships, and empowering our team to achieve excellence. Join us and be part of a company committed to growth, community, and lasting impact.

SUMMARY OF THE ROLE:

Reporting to the General Manager, the Property Coordinator provides administrative, operational, agreement, reporting, and reception support for Sherwood Park Mall and Royop’s property management team. This role acts as a key point of contact for tenants, guests, vendors, non-profit groups, stakeholders, and internal teams, helping ensure communication, documentation, agreement tracking, tenant filing, meeting follow-up, and office coordination are handled accurately and professionally.

The Property Coordinator is organized, proactive, customer-focused, and comfortable balancing front-line service, property administration, specialty leasing support, marketing agreement support, storage agreement administration, and cross-department collaboration in a busy shopping centre environment.

WHAT YOU’LL DO:

Reception & Stakeholder Support

- Proactively cover and manage front reception and day-to-day office administration for the property management office.
- Greet and assist external and internal stakeholders in a calm, professional, and welcoming manner.
- Answer incoming calls, respond to general inquiries,



route calls and messages appropriately, and support qualified communication across the property.
- Manage voicemail greetings and messages, including forwarding voicemails, returning calls, and updating greetings during closures, holidays, or operational changes.
- Receive, date stamp, prioritize, and distribute incoming mail, and arrange outgoing mail and courier deliveries as required.
- Act as a helpful resource and contact for tenants, guests, vendors, contractors, non-profit groups, and internal teams by providing accurate information and timely follow‑up.

Specialty Leasing, Marketing Agreement, & Storage Agreement Support

- Support the drafting, preparation, formatting, circulation, and filing of specialty leasing agreements, marketing agreements, and storage agreements using approved templates and direction from the appropriate manager.
- Track all specialty leasing agreements and storage agreements, including status, required information, execution progress, expiry dates, insurance requirements, documentation, and follow‑up items.
- Coordinate agreement execution by following up on outstanding signatures, required tenant or licensee information, insurance documentation, and supporting materials.
- Save completed copies of fully executed agreements and supporting documents in the appropriate tenant, licensee,



storage, or property folders.
- Maintain accurate agreement logs and communicate updates to the General Manager, Marketing & Specialty Leasing Manager, Leasing, Accounting, Operations, and other internal stakeholders as required.
- Support tenant, licensee, vendor, and non-profit communication related to agreement documentation, access, timing, set‑up requirements, and general property requirements.

Property Administration & Documentation

- Prepare, edit, format, and maintain presentations, reports, documents, notices, correspondence, tracking sheets, and other property‑related materials as required.
- Maintain central filing systems and Royop’s electronic files for Sherwood Park Mall, ensuring records are organized, current, and easy to retrieve.
- Photocopy, scan, fax, file, and distribute documents while maintaining accuracy, confidentiality, and strong document control practices.
- Follow up on required document submittals, approvals, signatures, tenant information, vendor documentation, and other outstanding administrative items.
- Track late opens and related tenant follow‑up items, escalating recurring or unresolved issues to the appropriate manager as required.
- Support property reporting, tenant communications, and administrative workflows that help the Property team operate efficiently.

Accounting & System Administration Support

- Collect, track, and verify tenant insurance documentation and follow up on missing or incomplete information as needed.
- Monitor and track late opens as reported by security.
- Assist with lease, vendor, tenant, agreement, and accounting documentati

📌 Property Coordinator (Sherwood Park)
🏢 Royop
📍 Sherwood Park