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Property Administrative Assistant


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 
  • 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
  • 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
  • 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
  • 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
  • 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.