Administrator, Property Management | Calgary

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​Position Summary:

We are in search of an ambitious and talented individual to join our team as Administrator, Property Management. The ideal candidate will demonstrate a deep proficiency in administrative skills, but this role is about more than administrative support; it's about fostering your potential for growth within our company.

 

As part of our property management team, you will have the opportunity to hone your skills, collaborate with seasoned professionals, and contribute to exciting projects that drive Aspen’s success. We strongly believe in promoting from within, and this position serves as a springboard for individuals aspiring to advance into more senior roles. If you are passionate about commercial real estate and eager to embark on a journey of professional growth and advancement, we encourage you to apply.

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Regular work hours are Monday to Friday 8:00am to 4:30pm. The Administrator, Property Management will report directly to the Senior Property Manager

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Key Responsibilities:​​​

• Prepare and distribute daily correspondence for the property management team

• Prepare and distribute management reports for the property management group 

• Complete monthly expense reports for the property management team credit cards

• Coordinate, issue purchase orders and budget future years for projects assigned 

• Assist the property management team with the coordination, draft, and final budgets for the portfolio; distribute as required 

• Generate and deliver tenant letters and invoices for any changes to rent or operating costs 

• Collect and review all insurance certificates for tenants and contractors

• Monthly follow up on all accounts receivable and collections

• Reconcile and send out quarterly billings to tenants for utility usage

• Track and calculate percentage rent and HVAC after-hours chargebacks; send chargebacks to tenants 

• Update and maintain tenant contact list in spreadsheet and in Aspen App  

• Keep Tenant Handbook, Contractor Manual and all information in website documents up to date

• Administer the Building Fire & Life safety program 

• Update and maintain current contract spreadsheet

• Draft and issue all notices to tenants regarding building operations

• Assist the accounting team with invoicing, percentage rent, chargebacks, and collection of information as required Assist the property management team with management of amenities of the property

• Prepare and order groceries and building supplies for the operations team as required

• Prepare and complete vacancy space checklists for Property Management and Operations

• Issue security clearances, elevator bookings and fire impairments on a daily basis and coordinate access card requests for tenants  

• In conjunction with the Administrators from other portfolios, generate and distribute stacking plans on a monthly basis

• Coordinate building after hours security and access

• Maintain and track property chattels 

• Maintain electronic and hard copy files

• Work with security to perform regular access card audits for all tenant access cards

• Administer tenant registrations for the Aspen Club and Dog Policy, keeping all spreadsheets up to date

• Organize and coordinate tenant appreciation events

• Monitor and respond to Tenant questions via the Aspen App in timely manner

• Monitor and update the Aspen App as needed

• Assist with the arrangement and coordination of special projects as required 

• Other duties as assigned

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Qualifications:​

• Strong team player with superior customer service skills 

• 4 + years of excellent administrative and customer/tenant service experience 

• Commercial office real estate work experience strongly preferred

• Strong proficiency in Microsoft Word and Excel 

• Proficiency with a diverse range of technology platforms and tools, including those related to administration and customer service, demonstrating adaptability and versatility in navigating different systems

• Completion of a post-secondary program is a requirement

• Demonstrated organizational skills, ability to meet deadlines, and strong attention to detail in high volume environments 

• Motivated self-starter eager to drive impactful change in a dynamic team environment

• Ability to work in an  energetic fast-paced and team-oriented environment 

• Ability to communicate effectively and professionally, verbally and in writing 

• Previous experience in the industry considered an asset 

• Successful City of Calgary Police Information/Criminal Record Check and Educational Check

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While we appreciate all interest, only those candidates selected for an interview will be contacted.