Operations Manager



JOB OPPORTUNITY

2019 – 09

TITLE: Administrative Assistant, Property Management

LOCATION: TD Square, Calgary AB

REPORTS TO: Manager, Financial Reporting

POSITION SUMMARY:

Working in a fast paced team environment; assisting with the day to day administration and operations of a retail/office portfolio in excess of 2.4 million sq. ft. Administrative duties include general office administration, client and tenant relations, preparation and distribution of tenant correspondence, legal documentation and internal and owner reporting.

KEY RESPONSIBILITIES:

Documentation

• Preparation, distribution and administration of legal documentation regarding Capital projects, service contracts. storage and short term agreements, parking agreements, license agreements, and working with internal/external legal counsel to manage the office/retail documentation process;

• Administer tenant leases as required, including:

o Default Notices

o Termination Notices

o Move in and move out procedures

• Research lease information for Property Management group (i.e. naming clauses, amortized T.I., options, terminations, etc);

• Assist Property Managers in the administration and tracking of tenant allowances and landlord work and commissions;

• Administration and managing all storage areas in the complex

o Follow up with Tenants on renewals

o Setting up new tenants

o Preparation and distribution of the lease documents

o Periodic inspection of storage areas to ensure accuracy on roster and floor plans

• Coordination and management of bike cage rentals;

• Administration of new tenant set ups (i.e. mailboxes, tenant manual);

• Maintain tenant filing system, including lease files (post lease execution);

• Maintain schedule of tenant parking requirements and coordinate communication with parking agent

• General correspondence to tenants in respect to property management and operational issues;

• Coordinate with other departments and outside clients to provide or request information as required;

• Organize meetings and minute taking for property management group;

• Provide administrative services to Manager Financial Reporting as required (owners books, correspondence, process documentation etc);

• Assist with the budget process, including data entry and distribution of budgets;

• Assist with the quarterly re-forecasting of the budget including data entry and distribution;

• Assist in coordination and preparation monthly Co-owner reports, and reference materials for co-owner meetings;

• Maintain workflow of MEA process including document tracking, preparation of agreements, delivery of project documents to H/O; upload information to SharePoint and maintain shared (z) drive and manual file systems;

• Complete Business Information & Business Approval Forms for property management and leasing groups;

• Assist with the coordination of storage files and maintain the data list of files in storage;

• Reviewing tenant/contractor insurance certificates to ensure compliance with lease/company policies;

• Review rent rosters monthly to ensure accuracy;

• Maintain retail co-tenancy tracking spreadsheets;

• Update and maintain tenant contact lists in Outlook;

• Assist with preparation and distribution of rental notices and year end reconciliations;

• Assist with administration of other properties as required;

• Reception relief as require;.

• Additional duties as assigned.

Qualifications

The successful candidate will possess:

• Post secondary diploma or certification preferable in a paralegal or legal assistant studies or equivalent

• Proficiency with Microsoft Office (Word, Excel, PowerPoint & Adobe)

• Minimum 5 yrs administrative work experience, preferably in commercial property management, and supporting multiple staff

• Basic bookkeeping and record keeping skills

• Well developed time management and organization skills

• Excellent verbal and written communication and interpersonal skills

• Be self-motivated, diplomatic and able to prioritize multiple projects and competing priorities

• Customer service oriented

• Must provide clear criminal clearance certificate

• Strong attention to detail

If you, or anyone that you know of, are interested in applying for this position, please forward your resume, not later than Oct 10, 2019, to:

Kathy Randles (Gurtler)

Dome Tower

Suite 900, 333 – 7th Avenue SW

Calgary AB T2P 2Z1

Email: corecareers@

Fax: (403) 441-4902

Please note: while we thank all candidates for their interest, only those selected for an interview will be contacted.

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