Administrative & Operations Coordinator

4 weeks ago

Westmount, Canada Praestan Capital Ltd Full time

We are looking for a highly organized, detail-oriented, and persistent individual who can own **administrative coordination, task tracking, and follow-ups**.

This role requires strong **reporting and organizational skills**, as well as comfort with task management, property tracking, and financial administration software such as **Asana**, **Building Stack**, and **QuickBooks**.

**Key Responsibilities**
**Communication and Coordination (40%)**
- Serve as the **primary point of contact** for tenants, vendors, and contractors, ensuring clear and professional communication.
- **Schedule and coordinate service calls, repairs, inspections, and vendor work**.

**Reporting and Organization (30%)**
- **Prepare weekly and monthly reports** on tenant requests, maintenance activities, and contractor performance.
- **Track and analyze operational efficiency**, identifying areas for improvement.
- Maintain detailed records of property management activities, ensuring compliance with company standards.
- **Use QuickBooks** to assist with invoice tracking, expense reporting, and vendor payments.

**Office and Project Administration (20%)**
- **Track and assign tasks using Asana**, ensuring all projects and maintenance requests are completed on schedule.
- Maintain property records, lease agreements, and compliance documents in a structured filing system.
- **Assist in budget tracking** and ensuring cost-efficient operations.
- Support the team with document preparation, such as permits, contracts, and operational checklists.

**Tenant and Vendor Relations (10%)**
- **Ensure smooth move-in/move-out processes** by coordinating tenant logistics.
- **Address tenant inquiries** and concerns professionally, escalating issues when necessary.

**Must-Have Skills and Qualifications**
- **2+ years of experience** in administration, coordination, or property management support roles.
- **Proficiency in Asana, Building Stack, and QuickBooks** (or ability to learn quickly).
- **Strong organizational and reporting skills** - ability to structure and analyze information clearly.
- **Excellent communication skills (verbal and written) in French and English** (highly preferred).
- **Determined and persistent** - follows up until tasks are fully completed.
- Ability to manage multiple priorities simultaneously in a **fast-paced startup environment**.

**Nice-to-Have Skills**
- Background in **real estate, property management, or construction coordination**.
- Familiarity with **lease agreements**, tenant relations, and municipal permitting processes.

**Personality and Work Style**
- **Extremely organized and detail-oriented** - structured in work processes and documentation.
- **Calm under pressure** - handles multiple requests and unexpected challenges smoothly.
- **Persistent and results-driven** - follows up relentlessly until the task is completed.
- **Tech-savvy and adaptable** - comfortable using digital tools to enhance workflow efficiency.

**Growth and Career Path at Praestan Capital**
As a fast-growing real estate asset management firm, we are continuously expanding our portfolio and operations. This means there are exciting career growth opportunities within the company.

**Short-term growth**: Develop expertise in property management operations, workflow automation, and reporting.

**Long-term growth**: Advance into **senior administrative roles**, operational management, or project coordination as the company scales.

If you're looking for a **fast-paced, impact-driven role** with strong growth potential, this is an excellent opportunity to be part of a scaling real estate investment firm.

**Job Types**: Full-time, Permanent

Pay: $52,000.00-$58,000.00 per year

**Benefits**:

- On-site parking

Schedule:

- Day shift
- Monday to Friday

Work Location: In person

Expected start date: 2025-03-17

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