Property Operations Assistant

4 weeks ago

Ottawa, Canada Morguard Full time

PURPOSE

The Property Operations Assistant is accountable to the Manager, Operations for assisting in the day-to-day administration for the Property Operations function for an office/industrial portfolio of properties to ensure that all administrative and other function-specific support activities are carried out in a timely and consistent manner to enable the Operations department to achieve its business goals and objectives in providing uninterrupted building services to Tenants.

DUTIES AND 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.

Any other job related duties and/or projects that may be assigned.

MINIMUM REQUIREMENTS
**Skills, Knowledge, Experience and Education**

**Core Competencies**

ADDITIONAL REQUIREMENTS
- High School Diploma is an asset
- Strong ability to multi-task and work under pressure
- Good analytical skills
- Good organizational skills
- Excellent communication skills (both written and verbal)
- Previous experience in property management or accounts payables

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