Compare your current skills to what this opportunity needs—we'll show you what you already have and what could strengthen your application.
Job Description
OFFICE COORDINATOR ABOUT PETWIN PROPERTIES
Since its first real estate acquisition in 1967, Petwin Properties has been a trusted provider of commercial and residential leasing opportunities across Canada and the United States. Our presence spans vibrant Canadian cities such as Calgary, Edmonton, and High River, as well as bustling metro areas in the US, including Phoenix, Scottsdale, Tempe, Las Vegas, and Honolulu. We pride ourselves on delivering an unparalleled tenant rental experience, achieved through our unwavering focus on three key aspects: Quality Leasing Opportunities, On-Site Property Management, and a strategic Asset Management Strategy. By prioritizing location, accessibility, and functionality, we strive to exceed customer expectations and provide spaces that foster thriving lifestyles and businesses. At Petwin Properties, our dedicated team of professionals is passionate about delivering exceptional property management services. From our leadership and administrative staff to our on-site management and maintenance teams, we are driven by a commitment to customer satisfaction. We go above and beyond to ensure our clients' needs are met, offering 24/7 emergency availability, responsive communication, and proactive maintenance practices. With safety as our top priority, we aim to create secure and comfortable living and working environments for our tenants. Get to know the Petwin team and experience the advantages of working with us.
THE ROLE
Reporting to the Vice President, Operations, this role is responsible for providing outstanding administrative services and will fully support the Property Management team, ensuring accurate administration of our commercial portfolio.
RESPONSIBILITIES
PROPERTY
MANAGEMENT ADMINISTRATIVE SUPPORT
Working directly with the Property Manager and team providing administrative support and coordination efforts on tenant notifications, access requests, and various projects. Respond to tenant inquiries, issues and complaints in a timely manner, as required. Coordinate and prepare all tenant meetings with Property Manager and Operations Manager. Prepare, collect and maintain all client and operations documentation. Support the property team in planning and execution of tenant events, activations and programming. Draft tenant communications in support of ongoing operations and projects at the properties; ensure the required approvals are in place before the communications are issued. Process procurement-related tasks, including purchase order creation and coding, invoice approvals, etc. Assist the Office Manager with commercial leasing documents and uploading them into the Yardi Voyager system. Assist with reconciliation of tenant accounts, tenant chargebacks, tenant fee generation, rent rolls, and delinquency for both commercial and residential tenants. Manage and provide support for Yardi, Rent/Commercial Cafe and Vendor Café systems. Prepares reports by collecting and analyzing information. Assist with the planning and preparation of annual budgets including gathering data, setting up meetings, and sending meeting invitations for budget preparation. Assist with residential and commercial monthly, quarterly, and annual tenant and management reports/reporting and tracking spreadsheets. Maintain and update property listings for the Calgary portfolio. Key and fob allocation and tracking. Attend weekly operations meetings and other meetings as required. May be required to take minutes.
RECEPTION AND ADMINISTRATIVE DUTIES
Perform general office duties such as, but not limited to, arranging meetings, meeting setup, taking meeting minutes, handling incoming or outgoing mail/email or phone calls, making copies, preparing documents, reception relief, etc. Welcome clients and visitors, greet them and provide a high standard of client interaction. Prepare for meetings and events including but not limited to booking meeting rooms, organizing catering, employee invitations, preparing meeting agendas and materials, presentations and spreadsheets, and attending meetings and taking minutes. Responsible for maintaining standards in the reception areas, kitchen, boardroom, supply/storage rooms, and any common areas. Responsible for tracking and ordering all office supplies and inventory control management. Plan, organize and coordinate Petwin Community volunteer events. Plan , organize and coordinate all company events. Any other duties that management may require.
QUALIFICATIONS SKILLS & ATTRIBUTES
1+ years of residential and commercial real estate/property management experience. Exposure to property operations, facility management, and/or supply chain management considered an asset. Proficient in the residential, maintenance, and commercial Yardi Voyager. Exceptional attention to detail with the ability to manage multiple priorities to meet strict deadlines. Thorough knowledge of typical office and administrative practices, correspondence and report writing. Strong organizational and quantitative skills. Laptop, mobile phone, and digital literacy capabilities, including experience with Microsoft Office Suite and/or other programs and databases. The ability to adapt to new technologies.
