Property Coordinator, Dorval

Realterm•Dorval, QC

18h•Hybrid

About The Position

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

Requirements

Computer proficiency with Microsoft Office.
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
Minimum (1) one to (2) two years’ experience assisting with real estate/property management personnel and additional clerical support responsibilities.
AS/AA degree or an equivalent combination of education, training and additional experience is required, as well as ease and facility working with numbers.

Nice To Haves

Yardi experience a plus.
Some technical school and/or college coursework is helpful, in real estate or property accounting a plus.

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 new 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