Commercial Property Administrator and Leasing Coordinator

Onni Group of Companies•Vancouver, BC

1d•CA$55,000 - CA$65,000•Onsite

About The Position

This role supports senior management/executives and is responsible for commercial property administration and commercial leasing coordination. The position involves a variety of tasks including preparing correspondence, managing calendars, coordinating projects, handling contract documentation, assisting with budgets and financial reconciliations, responding to tenant needs, and managing lease-related files and events. The role also acts as a primary point of contact for tenant inquiries and assists with marketing and event organization.

Requirements

Experience supporting at a senior management/executive level is an asset.
Strong knowledge of MS Office, including Word, Excel, PowerPoint, Outlook & 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 either 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.
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.

Nice To Haves

Bachelor’s degree in Business Administration, Real Estate, or a related field preferred.

Responsibilities

Prepare and follow-up with various correspondence.
Follow up on telephone & email inquiries and respond as appropriate.
Scheduling and coordinating 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 and perform reconciliations for Company Credit Cards.
Compile and prepare reports as required for Senior Leadership.
Prepare meeting agendas and prepare minutes from meetings.
Assure discreet handling of all departmental business.
Setup RFP’s, 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.
Collecting/maintaining/organizing of TI/Capital Improvement documentation, which includes engineer/architect/consult reports, among others.
Issue/collect approved contracts/purchase orders and organize once received.
Collect/ organize warranties/manuals/ closeout documents from trades and file for our records and to send to tenants at handover.
Assists in the preparation of annual budgets, forecasts, monthly reports, and variance reports.
Assists with A/R and AP reconciliations and coding.
Assist with accounts receivable and accounts payable, including a collection of rent, accruals, payment of expenses, common area maintenance estimates, reconciliations, compliance with lease terms, and preparation of all related documentation.
Responds to tenant requests and needs and coordinates with Property Management Team to assist in resolving issues.
Responsible for scheduling and facilitating 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.
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.
Drafting documents such as leases, extensions, renewals, or modifications from templates.
Maintain an up-to-date and accurate database of lease agreements and tenant information.
Managing industry association sponsorships such as NAIOP, CREW, etc.
Prepare and organize marketing materials, brochures, signage, coordinating photographers.
Travel booking as necessary.
Plan and organize internal and external events.