Assistant Property Manager

5 months ago

Calgary, Canada Oxford Properties Group Full time

**Assistant Property Manager**

We are looking for a highly motivated Assistant Property Manager to join our team in Calgary to support the Eau Claire District portfolio (Eau Claire Tower, Centennial Place and 400 Third) comprised of over 3 million square feet.

In this role, you will assist the Senior Property Manager in delivering exceptional service to all tenants and guests, while also supporting efficient and effective property management processing and reporting. Responsibilities will include communications, directing and liaising with tenants on a multitude of issues, and assistance in the day-to-day property management administrative and reporting functions. In addition, this role will be tasked with managing a small team of results-oriented professionals.

You will be a key member of an engaged, high-reaching team—part of a world-class, winning culture that prioritizes people development and focuses on long-term growth. We take great pride in leading the industry by earning respect through every interaction, every day. We go above and beyond to protect and grow relationships by anticipating needs, being honest and considerate, and valuing customers as genuine partners.

**What we offer**:

- _**20 paid vacation days**_
- _**Statutory Holidays**_
- _**Retirement Pension Plan**_
- _**Health insurance**_
- _**Dental Insurance**_
- _**Flexible Spending Account / League**_

As a member of this team, you will be responsible for:
**Customer Relationship Management**
- Maintaining "World Class" customer relations with tenants.
- Routine tenant visitations;
- Continue with ongoing relationships to understand tenant needs and concerns;
- Ensure tenant visitations are updated in CRM database;
- Ensure prompt and courteous attention to tenant requests;
- Working to communicate effectively and in a timely manner with tenants before, during, and after any construction project;
- Arrange and complete move-in/out inspections; and
- Tenant move in welcome and move out procedures.
- Management and 3rd party management oversight of the day-to-day running of the both Conference and Fitness Facilities.
- Assist Sr. Property Manager and 3rd party parking manager with day-to-day running and marketing of parkades.
- Oversee tenant lobby uses, marketing, events, company functions and charitable events.
- Oversee Green Team and National Programs marketing and events including posters, ENN/Pattison screens, lunch and learns, building wide events.
- Oversee running of Tenant & Specialty Leasing Lobby Events in both properties.
- Oversee running of bike parking, borrow a bike programs.
- Oversee all customer programs and initiatives such as Otto by Oxford app

**Reporting**
- Assist in ensuring all reports are prepared accurately and in a timely manner, recognizing the importance of internal and external relationships.
- Assist in annual budget preparation;
- Assist with quarterly reforecasting/reporting;
- Assist with monthly management and complete revenue variance analysis; and
- Assist with monthly accruals.

**Lease Administration**
- Prepare and deliver notices to tenants with respect to lease administration;
- Lease interpretation and ensure requirements are adhered to;
- Assist with tenant renewals, expansions and landlord consents;
- Monitor and complete as required the leasehold improvement allowance and parking requirements as per the lease;
- Coordinate as required the broker fee payments and distribution with PA; and
- Work with administration team ensuring current tenant lease profiles are inputted into the system accurately.

**Accounts Receivable**
- Provide supervision and support to the property administration team to ensure accuracy of billings and collections are received on time.
- After PA’s initial collection efforts, collection/contact continued by APM as approved by PMs;
- Assist PA to increase number of tenant’s on EFT; and
- Assist PA with default preparation and delivery notices to tenant’s with respect to landlord remedies under the lease, recommend legal action to GM/PMs and assist legal counsel as required.

**General Office Administration**
- Develop complete understanding of all documentation and flow, providing support to all departments if required.
- Assist in the hiring, training and monitoring of responsibilities of PA and AA in conjunction with PM;
- Liaise with internal and external partners;
- Attend department and tenant meetings and take minutes if required;
- Routine building and unit inspections.

**Other**
- Monitor and follow up on 310-maxx tenant requests as required;
- Assist with Property Proud program;
- Oversee Zero Waste Program, resolve any tenant issues; and
- All other duties and projects as assigned from time to time

To succeed in this role, you:

- Minimum of 3 years experience in Property Management required
- Post-secondary degree with focus in business or real estate
- Demonstrated ability to multi-task and manage priorities under pressure with careful atten

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