Operations Coordinator

3 months ago

Toronto, Canada QuadReal Full time

**About QuadReal Property Group**

QuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. Its assets under management total $73.8 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and debt in both the public and private markets. QuadReal invests directly, via programmatic partnerships and through operating companies in which it holds an ownership interest.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

As part of the Commerce Court Property Management Team, the Operations Coordinator will be responsible for providing accurate and timely administrative support and customer excellence to the property management team, and both internal and external customers.

**Responsibilities**
- Oversee the day-to-day operations of the property management office.
- Administrative functions relating to property management as specified, provide support to the General Manager and Director, Commerce Court where required;
- Receive invoice and confirm cost/supplies match up with original Purchase Order (PO) request. Close PO's in YARDI and distribute to individuals (Assistant Property Manager, Property Manager, General Manager) involved in the account or project noted in the invoice to sign off and include all back up.
- Draft and issue Purchase Orders for departments in Yardi. Complete weekly/monthly reviews in Yardi to make sure PO’s/invoices are closed off.
- Point of contact for all property maintenance related invoices, regular communication with team and vendors of outstanding invoices and Statements of Account.
- Distribute monthly variance reporting to the team, and follow up on reported variance explanations in a timely manner. Assist with providing General Ledger (GL) reports for further review if needed.
- Maintain and update team and tenant contact information, distribution lists and occupancy permits.
- Service Contracts: Coordinate with Managers in yearly preparation of contracts. Maintain monthly property management/maintenance contract list (collection of COI/WSIB etc.) Track renewal dates and report to appropriate manager 6 months prior to contracts expiring.
- Read and understand leases to ensure accurate information is received and maintained;
- Review closed work orders in the QuadReal Connect tenant work order request system and add service charges where applicable as per the Lease. Submit monthly work order billing report for review monthly.
- Assist with environmental assessments and reporting;
- Schedule meetings and attend to take minutes when required.
- Embrace and pro-actively support the QuadReal culture of environmental sustainability, and corporate and social responsibility;
- Perform other duties as assigned from time to time based on operational needs.
- Assist in new employee on-boarding and off-boarding
- Oversight of office seating plan, office equipment
- Office services: kitchenette supply and restocking, maintenance of office equipment for the Property Management Office, Security Office, and Building Operations Offices.
- Manage mail and courier drop offs
- Assistance on Marketing initiatives: logistics and event set ups, team calendar bookings and RSVP’s
- Maintain tenant files (hardcopy) and assist in oversight of QuadReal’s documentation and file retention policy
- Provide back-up coverage to the Tenant Services Coordinator during periods of absence for items like: work permits, access requests, temporary license agreements, filming requests, tenant requests and responses, monitoring of shared Inboxes, etc.
- Together with APM: assist in updates to the Tenant Information Manual and Leasehold Information Manual, Additional Service Rates sheet as required (quarterly, annually).

**Skills**:

- Proficient with Microsoft Office, including PowerPoint and Excel.
- Accurate typing and proofreading skills.
- Strong communication skills.
- Effective multi-tasking skills.

Abiltty to prioritize and problem solve
- Strong customer service orientation.
- Ability to work independently and within a team.
- Professionalism.
- Experience with Yardi Voyager an asset.

**Qualifications**
- Relationship Skills - Superior oral and written communication and presentation skills; ability to develop and sustain cooperative working relationships, ability to exercise confidentiality. Professional phone manner, customer service oriented.
- Organizational/Multi-Task Skills - A highly organized individual who has an eye for detail and accuracy. Ability to allocate one's time effectively, work under pressure and manage tight deadlines.
- Computer Skills - Advanced skills in Microsoft Office programs and Yardi Accounting System, and experience using mail merge.
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