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Asset Services Coordinator

4 weeks ago

Montréal, Canada Alexandria Real Estate Equities Full time

We are seeking an Asset Services Coordinator for our Montreal office. The incumbent will be a highly skilled individual, who will be providing general office support to the Asset Services team, administering and coordinating any tenant and amenity related matters, and participating in all areas of portfolio management.

We are an equal opportunity employer and consider all qualified applicants without regard to race, color, religion, sex, gender, gender identity or expression, pregnancy, ethnic or national original, handicap, sexual orientation of any other category protected by applicable provincial or federal law.

Essential Duties and Responsibilities:

- Administration_
- Assist Asset Services Team with special projects.
- Assist in planning all tenant events, parties, gifts.
- Assist in annual budget preparation.
- Track tenant receivables.
- Maintain budget tracking spreadsheet.
- Assist in all aspects of property maintenance.
- Redirect and prioritize work requests including entering tenant work orders in the Angus work order system. Responsible for the Angus close out of both tenant requests and PM work orders.
- Follows up with tenants to ensure satisfaction with tenant work requests.
- Participate in site operating meetings.
- Responsible for distributing and maintaining the tenant welcome package for the site.
- Contract Administration_
- Participate in bid process when searching for new vendors.
- Prepare all service contracts.
- Track contracts with pending signatures.
- Maintain spreadsheets to track all current contracts in region.
- Maintain current and complete certificate of insurance for all tenants and all vendors.
- Review all limits, coverage types, expirations and additional insured for compliance.
- Accounts Payable_
- Type, file and maintain purchase orders and invoice files.
- Match packing slips and purchase orders to invoices, code and obtain Manager’s approval.
- Research invoices in Nexus when necessary.
- Audit open purchase orders on a monthly basis.
- Prepare utility cost/consumption reports when necessary. Manage utility accounts in Measurbl.

Qualifications and Experience:

- Bachelor’s degree in Business, Accounting, or Finance preferred.
- 1 - 3 years of experience in property management, real estate, event management and/or hospitality field preferred.
- Strong accounting background and familiarity with lease provisions and lease administration a plus.
- Proficient in MS Office (Word, Excel, PowerPoint, Outlook) a must.
- Experience in Angus and JDE a plus.
- Adobe InDesign experience, a plus.
- Client service oriented attitude a must.
- Excellent verbal and written communication skills.
- Willingness to work as part of a team and support the team.
- Desire to pursue career in commercial real estate industry a plus.

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