Blog by Abby Rubin

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Property Administrative Assistant

POSTED 30 MAY 2013 IN: PROPERTY MANAGEMENT

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
  • 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
  • Supplying relevant personnel with proper PPE and general safety training
  • Attending monthly Safety Meetings as required
Administration
  • Provide administrative support including filing and office organization, compilation of reports, and printing/copying
  • Assist with special projects as required on an as needed basis
  • Assist with creating/updating processes and procedures to ensure efficiency within the department
  • Arrange tours with brokers, tenants, and prospects
  • Draft proposals, offers, waiver letters, and legal documentation
  • Prepare agendas, minutes, and monthly reports for the Property Management Meetings and Leasing Matters Meetings
  • Assist in preparation of landscaping, snow removal, security, and various other contracts
  • Issue and program building access cards (if/as applicable)
  • Prepare letters, memorandums, marketing materials, and general correspondence
  • Coordinate administrative support for the contract
  • Assist with tracking of utility ID numbers and invoices, maintain utility library, arrange for utility transfers when required
  • Maintain the Drawing Library (if applicable)
  • Maintain lease and contract related documentation
  • 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.)
  • Assist with developing and updating building repair and maintenance programs
  • Assist with contract budget preparations
  • Assist with subcontractor contract renewals
  • Assist with setting up and renewing sub-contractor service agreements
  • Maintain and file all sub-contract service agreements
  • Update and compile contractor hourly service rates (annually)
  • Ensure that insurance and risk management issues are addressed
  • 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
  • Update and/or assist with issuance, tracking and monitoring or security access cards
  • Coordinate with security contractor to ensure they have current emergency contacts
  • Review hourly employee timesheets and work orders
  • Cost detailing of work orders
  • Complete invoice packages prior to monthly deadlines
  • Work in conjunction with Property Manager to perform competitive bid analysis
  • Monitor completion of Operational Checklists
  • On a quarterly basis complete Alarm Verifications (where/if applicable)
  • Annually review and update site information within all Fire Safety Program boxes (where/if applicable)
  • Update and distribute to sites, client contact lists and Emergency contact lists for Emergency Response Plans as required
  • Copy and forward preventative maintenance service order copies to field staff
  • Update Building Operators Binders (BOB) if required
  • Work with Property Managers to complete Facility Condition Surveys
  • Gather documentation for internal audits
  • Other tasks as assigned
Accounting/Budget
  • Ensure administrative system is functioning properly regarding filing of POs, and following up on missing POs
  • Enters data into MRI to create POs and reports
  • Overseeing the updating of vendor information
  • Assist in the preparation of operating and capital budgets
  • Summarize facility conditions and quality surveys
  • Review billing package for accuracy, completeness (quality control of documentation), forward and follow up on billing packages and information forwarded to building owners
  • Code invoices and forward them to the Property Manager for approval
  • Resolve invoice discrepancies through contractor discussions
  • Maintain the Service Contract Binder and tracking
Contract Knowledge
  • 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)
  • Book client meetings as requested by the Property Manager
  • Develop and maintain the On-Call Schedule
  • Maintain the  after-hours call out tree as personnel changes occur
  • Maintain and control the building/site key log for buildings and sites
  • Develop and maintain building information sheets/binders
  • Prepare and assign parking tags
Client and Employee Relations
  • Support in the resolution of client service and contract issues to ensure a high level of client satisfaction
  • Assist with CMMS implementation (if applicable), monitoring, and ongoing analysis and maintenance
  • Maintain contact and distribution lists
  • Portray a favorable image of the organization as a front-line contact with clients/tenants
  • Demonstrate excellence, enterprise, and enthusiasm in their association with co-workers and clients
As Required
  • Assist with correspondence
  • Take minutes of meetings as required
  • Generate and complete reports as required under the property management contract
  • Provide cover for other administrative staff as required
  • Pull files as required
  • Assist in creating and maintaining order of electronic drives and files
  • Carry out such other duties as may be required or assigned from time to time
  • Portray a favorable image of the organization as the front-line contact with clients/tenants and sub-contractors
  • Assist and provide support in office as may be required
  • Complete and update contract documentation
Provide other administrative support as may be required.