Duties & Responsibilities:
1. PROPERTY OPERATIONS DOCUMENTATION
Drafts, distributes and tracks a variety of tenant related documentation such as property service and construction contracts, correspondences etc. for building maintenance/repair, HVAC, custodial services, etc. to ensure valid contracts are in place and are renegotiated in a timely manner.
2. COORDINATION WITH SHARED SERVICES
Coordinates and supports all property management/operations and project management documentation requirements with assistance from accounting and operations staff and supplies corporate functions with information as requested on issues such as financial reporting, environmental concerns, insurance claims, and project documentation to ensure a smooth and accurate flow of information between various functions to facilitate business and support processes.
3. REVIEW AND PREPARATION OF VENDOR INVOICES
Reviews vendor invoices for discrepancies as noted and brought forward by accounting (payables), verifies their legitimacy and submits necessary paper work for new vendors as requested by Operation Group to accounts payable department in accordance with the company’s existing policies and procedures.
4. TENANT REQUESTS
Receives and appropriately coordinates or personally responds to tenant requests, questions and inquiries pertaining to Operations as well as acts as a liaison between tenants, management and other departments/employees to resolve low to medium issues or if required escalates the more complex issues to Operations Manager or Building Managers to ensure that tenants are receiving consistently high level of timely customer service.
5. TENANT SERVICES
Implements, maintains or expands building electronic systems and services (i.e. card access inventory and service schedules, service requests and preventative maintenance programs) as well as examines Operations tenant emergency and service contract contact lists, administration of service contract files in a proactive manner.
Skills, Knowledge, Experience and Education
- Intermediate working knowledge of MS Office applications
- Previous experience in property management or accounts payables.
- Excellent communication skills (both written and verbal)
- Good organizational skills
- Good analytical skills
- Strong ability to multi-task and work under pressure.
-High School Diploma is an asset.