Abby Rubin

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.