Assistant Property Manager

3 weeks ago

Ottawa ON, Canada Doran Contractors Limited Full time

Work Description:
In this role the Assistant Property Manager assists the Property Manager, providing various administrative tasks on a timely and accurate basis in accordance with company policies and internal controls. The Assistant Property Manager will work on various properties including, retail shopping centres and office buildings. The performance of the duties must ensure a quality approach to all employees, customers, subcontractor/general contractors, tenants, managers and suppliers. All responsibilities must be performed in a manner consistent with the Taggart Realty Management vision and mission and must comply with all company policies and procedures.

Major Responsibilities:
Assistant Property Manager

  • espond to tenant telephone and email inquiries.
  • Work closely with the Property Manager and Building Operators to support day to day operations of properties.
  • Liaise with tenants on building and tenant related issues
  • Work with contractors, vendors, and suppliers to schedule work for pre-approved work and issue purchase orders.
  • Create, process and administer purchase orders, invoices and tenant work orders while ensuring accurate coding and approvals are in place.
  • Prepare various correspondence to tenants
  • Maintain regular communications on operational issues with the Property Manager.
  • Prepare and distribute quarterly property reporting to ownership group
  • Proactive problem solving to regular operational issues and seek approval for action from the Property Manager
  • Participate in the rental arrears process.
  • Maintain all property correspondence and documentation records
  • Keep all records in the online database current including tenant information, utility meter information, parking information, correspondence and notices, fire safety requirements, payment arrangements etc.
  • Responsible for keeping current tenants profiles current
  • Update and maintain operational checklists for each property and report to Property Manager monthly.
  • Attend quarterly site visits with Property Manager
  • Other duties as requested by the Property Manager

Statement of Qualifications:
Knowledge, Skills, and Abilities

  • Minimum High School Diploma, post-secondary education preferred.
  • Minimum of two years of experience in Property Management and/or Office Administration.
  • Intermediate or advanced proficiency in Microsoft Office, including Microsoft Word, Excel and Outlook.
  • Strong attention to detail, organizational skills and administrative skills.
  • Strong ability to prioritize and handle multiple tasks simultaneously.
  • Ability to work independently and as part of a team.
  • Proven ability to work effectively under pressure in order to meet deadlines.
  • Ability to maintain confidentiality and approach situations in a diplomatic and professional manner.
  • Experience with Yardi would be an asset.

Physical/Sensory Effort/Work Environment:

  • Sitting or standing for long periods of time at workstation.
  • Manual dexterity required to use desktop computer and peripherals.
  • Repetitive work.
  • Providing service to several people, working under many simultaneous deadlines.
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