This position provides administrative, accounting, and backup support to the Property Management Team, reporting to the Property Manager and working closely with other team members. This position pays $50,000 - $55,000 + benefits + room for advancement. For immediate consideration please call Abby Rubin (604) 836 - 2672 and email resume to abby@abbyrubin.com ¨ Provide administrative support and backup for the Team ¨ Coordinate work for the contract in conjunction with the property manager ¨ Ensure lease and contract related documentation is accurately maintained and well organized Qualifications ¨ Minimum five years in a property management environment ¨ License to Trade in Real Estate an asset ¨ Basic knowledge of small facilities building systems (electrical, plumbing, sprinkler, life safety, HVAC, landscaping, snow removal, caretaking, etc.) ¨ Knowledge of small project management process including developing specs, estimating scheduling, design drawing interpretation, etc. ¨ Post-secondary education from an accredited institution (diploma/certificate) is an asset ¨ Technical Writing or related courses an asset ¨ Highly proficient in the use of computer programs (MS Word, Outlook, Excel, Power Point) ¨ Experience with MRI accounting software an asset ¨ Solid understanding of accounting processes and procedures ¨ Excellent interpersonal and communication skills ¨ Organized and task oriented with the ability to multi-task in a fast paced environment ¨ Completion of and/or willingness to complete the following safety related courses: WHMIS Responsibilities ¨ Safety o Assist with safety administration for the contract as required, including ensuring completion of documentation (hazard assessments, near misses, annual safety inspections, etc.) and forwarding to the Safety Administrator o Supplying relevant personnel with proper PPE and general safety training o Attending monthly Safety Meetings as required ¨ Administration o Provide administrative support including filing and office organization, compilation of reports, and printing/copying o Assist with special projects as required on an as needed basis o Assist with creating/updating processes and procedures to ensure efficiency within the department o Arrange tours with brokers, tenants, and prospects o Draft proposals, offers, waiver letters, and legal documentation o Prepare agendas, minutes, and monthly reports for the Property Management Meetings and Leasing Matters Meetings o Assist in preparation of landscaping, snow removal, security, and various other contracts o Issue and program building access cards (if/as applicable) o Prepare letters, memorandums, marketing materials, and general correspondence o Coordinate administrative support for the contract o Assist with tracking of utility ID numbers and invoices, maintain utility library, arrange for utility transfers when required o Maintain the Drawing Library (if applicable) o Maintain lease and contract related documentation o Generate and complete reports with other contract personnel as required under contract and in accordance with systems and processes (i.e. monthly reporting requirements such as; Water Treatment, Energy Management, Caretaking Reports, Snow/Grounds Logs, etc.) o Assist with developing and updating building repair and maintenance programs o Assist with contract budget preparations o Assist with subcontractor contract renewals o Assist with setting up and renewing sub-contractor service agreements o Maintain and file all sub-contract service agreements o Update and compile contractor hourly service rates (annually) o Ensure that insurance and risk management issues are addressed o Assist with review, customization and administration of preventative maintenance and operational programs. Maintain Tenant Insurance Certificates on file, request updated certificates and follow-up on receipt to ensure updated certificates are on Tenant File and database o Update and/or assist with issuance, tracking and monitoring or security access cards o Coordinate with security contractor to ensure they have current emergency contacts o Review hourly employee timesheets and work orders o Cost detailing of work orders o Complete invoice packages prior to monthly deadlines o Work in conjunction with Property Manager to perform competitive bid analysis o Monitor completion of Operational Checklists o On a quarterly basis complete Alarm Verifications (where/if applicable) o Annually review and update site information within all Fire Safety Program boxes (where/if applicable) o Update and distribute to sites, client contact lists and Emergency contact lists for Emergency Response Plans as required o Copy and forward preventative maintenance service order copies to field staff o Update Building Operators Binders (BOB) if required o Work with Property Managers to complete Facility Condition Surveys o Gather documentation for internal audits o Other tasks as assigned ¨ Accounting/Budget o Ensure administrative system is functioning properly regarding filing of POs, and following up on missing POs o Enters data into MRI to create POs and reports o Overseeing the updating of vendor information o Assist in the preparation of operating and capital budgets o Summarize facility conditions and quality surveys o Review billing package for accuracy, completeness (quality control of documentation), forward and follow up on billing packages and information forwarded to building owners o Code invoices and forward them to the Property Manager for approval o Resolve invoice discrepancies through contractor discussions o Maintain the Service Contract Binder and tracking ¨ Contract Knowledge o Compile, complete and/or update contract related documentation such as the Contract Operations Checklist, Building Operations Binders, Alarm and Telephone Checklists, Monthly Contract Binders, Snow and Landscaping Logs, etc. (where and as applicable) o Book client meetings as requested by the Property Manager o Develop and maintain the On-Call Schedule o Maintain the after-hours call out tree as personnel changes occur o Maintain and control the building/site key log for buildings and sites o Develop and maintain building information sheets/binders o Prepare and assign parking tags ¨ Client and Employee Relations o Support in the resolution of client service and contract issues to ensure a high level of client satisfaction o Assist with CMMS implementation (if applicable), monitoring, and ongoing analysis and maintenance o Maintain contact and distribution lists o Portray a favorable image of the organization as a front-line contact with clients/tenants o Demonstrate excellence, enterprise, and enthusiasm in their association with co-workers and clients ¨ As Required o Assist with correspondence o Take minutes of meetings as required o Generate and complete reports as required under the property management contract o Provide cover for other administrative staff as required o Pull files as required o Assist in creating and maintaining order of electronic drives and files o Carry out such other duties as may be required or assigned from time to time o Portray a favorable image of the organization as the front-line contact with clients/tenants and sub-contractors o Assist and provide support in office as may be required o Complete and update contract documentation Provide other administrative support as may be required.