Abby Rubin

Property Services and Leasing Coordinator
(Assistant Property Manager)
 
This position provides administrative, contract, and project support to the Property Manager along with responsibility for the preparation, filing and tracking of all agreements related to leasing between owner/landlord and tenants.  Additional duties include coordination of services to sites via subcontractors and employees. This position pays $70,000 - $80,000 + benefits + room for advancement. For immediate consideration please call Abby Rubin (604) 836 - 2672 and email resume to abby@abbyrubin.com  
 
Key Deliverables
 

• Assist in preparation of all leasing documentation and correspondence between landlord and tenants, and/or legal representatives (if required)
• Ensure that the landlord’s obligations to the tenants are accurately reflected in the various documents entered into between landlord/owner and tenants
• Ensure that all precedent documents in use are the latest version and are not corrupted
• Coordinate discussion of, revisions to, finalization of, and execution of all documents between landlord/owner and tenants (or their agent) to ensure timely and accurate preparation and execution of all documents
• Develop and maintain positive relationships with clients, internal colleagues, consultants and suppliers
• Provide tenants with a welcome package, rental charge sheets, and other related documents
• Maintain stacking plans, tracking documentation, and commercial lease summaries
• Ensures that reporting is provided on a timely basis
• Assists with development/implementation of new processes and procedures
• Monitors reporting to ensure that Quality Assurance standards (or KPI’s if applicable) are being met

Qualifications
 

• Legal Assistant experience and/or exposure to preparation of real estate documentation and/or real estate leasing
• Diploma and/or education in real estate field with Alberta Real Estate License considered an asset
• Has an understanding of facilities/property management, safety, and quality assurance programs.
• Minimum of five years work experience
• Excellent writing and communication skills including excellent time management and organizational skills to simultaneously handle and prioritize multiple tasks and projects
• Enhanced customer care and client management skills combined with strong analytical abilities
• Ability to set and achieve goals and objectives in a timely manner
• Strong computer skills including Microsoft Word, PowerPoint, and Excel as well as knowledge of computerized accounting systems (MRI experience would be considered an asset but not a necessity)
• Ability to articulate ideas and react appropriately even under pressure
• Ability to anticipate client needs and commit to respond in agreed time frames
• Detail oriented with an ability to proofread complex documents
• Basic knowledge of small facilities building systems (electrical, plumbing, sprinkler, life safety, HVAC, landscaping, snow removal, caretaking, etc.)
• Knowledge of small project management processes including developing specs, estimating scheduling, design drawing interpretation, etc.
• Experience coordinating staff and subcontractors to complete work in a Real Estate environment
• Completion of, or willingness to obtain the following Health and Safety Training:  WHMIS, Leadership in Safety Excellence, and other safety instruction through the Alberta Construction Safety Association

Responsibilities

• Lease and Tenant Administration
• Assist in the preparation of all lease related documentation between owner/landlord and tenants
• Prepare lease summaries, legal documentation tracking including but not limited to commercial lease summaries
• Prepare rental charge sheets, deposit confirmations, and reports
• Take minutes of meetings as required (including monthly management meetings)
• Draft new lease proposals, prepare leases, prepare lease amendments and/or revise existing lease agreements in accordance with building owners’ expectations and tenants’ requirements
• Generate and complete reports as required under the property management contract
• Keep in contact with the Property Manager and/or tenants to maintain relationships and identify and communicate ongoing tenants’ requirements
• Carefully check all documents for accuracy before release
• Follow up regularly with owner/landlord and tenants (or their agents) to ensure timely and accurate preparation of all documents and timely execution of all documents
• Track expiries and notify the Property Manager a minimum of six months prior to the expiry of all leases to ensure the Property Manager sets up meetings to discuss with tenants any issues and their renewal requirements, attend such meetings as necessary, and draft/maintain reports that are updated with latest information
• Input and update lease information into the Commercial Property Management Program (MRI Commercial or Owner’s system) and provide such information as required to owner
• Ensure that insurance and risk management issues are tracked and addressed
• Ongoing tenant relations (regular visits, resolution of disputes, etc.)
• Portray a favorable image of the organization as the front-line contact with clients/tenants and sub-contractors
• Maintain move-in/out documentation and physically attend on-site as required
• Assist and provide support in office as may be required
• Complete and update contract documentation
• Carry out such other related duties as are required or assigned

Administrative

• Completes administrative tasks including filing, photocopying, taking minutes at meetings including the monthly safety/operations meeting and preparing general correspondence
• Ensures insurance, WCB, and safety information/certification for subcontractors is current
• Uses and enters data into MRI system to create purchase orders and reports, back-up responsibilities for data entry into FBIS system
• Follows up when requested on work orders (including WORTS) requests, completions, sign-off of WORTS requests, matching up manual work orders with WORTS and matching necessary invoices

Human Resources

• Conducts new employee orientations
• Ensures new hire paperwork is completed and forwarded as required
• Performs in-house WHMIS training sessions for new hires within area of responsibility
• Maintains safety training database by tracking and scheduling required safety training for employees

Accounting & Budgeting

• Assists in preparation of operating and capital budgets
• Summarizes facilities condition reports and quality surveys (as applicable)
• Reviews billing packages for accuracy, completeness (quality control of documentation), forwarding and follow up on billing packages and information forwarded to building owners.
• Stamps and codes invoices and forwards them to the Property Manager for approval
• Resolves invoice discrepancies through contractor discussions
• Maintains Service Contract records
• Stamps and codes invoices to be entered into the accounting systems, as well as ensure all required back-up is attached
• Ensures matching purchase orders to invoices and investigates discrepancies
• Prepares bank deposit slips and makes bank deposits
• Maintains records of rent collection including updating such in Accounting (MRI) system
• Generates delinquency and vacancy reports
• Prepares billing packages to be sent to clients and reviews them to ensure accuracy and completeness
• Processes internal expense reports
• Ensures paperwork submitted for extra work/charge-backs is complete and follows-up  when needed
• Enters invoices into the accounting systems, ensures all required back-up is attached before processing further
• Updates/correct vendor information in accounting system
• Ensures matching purchase orders to invoices and investigates discrepancies

 
Contract Knowledge (as applicable)

• Completes and updates contract related documentation
• Obtain field reports if and as applicable (caretaking inspections, water treatment, security, legislative, etc.), generates monthly summaries, and reviews with the Property Managers
• Books client meetings as requested by the Property Manager
• Develops and updates the On-Call schedule
• Maintains after-hour call out tree as personnel changes occur
• Maintains and controls building key log for buildings and sites
• Assist with management 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)

Project Coordination
Under the guidance of the Property Manager:

• Develops scope of work
• Prepares tender ready documents
• Attends site meetings
• Assists with the bid process
• Completes vendor pre-qualification documentation (C7)
• Assists with project implementation
• Deficiency resolution

Customer Service

• Portray a favorable image of the organization as the front-line contact with clients/tenants
• Maintain Tenant Insurance Certificates on file, request updated certificates, and follow‑up on receipt to ensure updated certificates are in the tenant file and database

Client Relations

• Liaise and attend to client requests as required
• Demonstrate excellence, enterprise, and enthusiasm in their association with co-workers, employees, and clients
• Support in the resolution of client service issues and contract issues to ensure high level of client service

As Required

• Assist with correspondence
• Provide cover for other administrative staff as required
• Pull files as required
• Assist in creating and maintaining order of electronic drives and files as well as hard copy files

Carry out such other duties as may be required or assigned from time to time