Commercial Property Coordinator

3 weeks ago

Vancouver, Canada Prompton Full time

**Commercial Property Coordinator**

**Job Overview**:The Commercial Property Coordinator plays a crucial role in the day-to-day operations of our commercial properties, ensuring efficient and effective management and administration. This position involves overseeing tenant relations, lease administration, property maintenance, and financial management to optimize property performance and tenant satisfaction.

This position takes direction from and reports to the Director, Property Management.

**Key Responsibilities**:

- ** Tenant Relations**:

- Build and maintain positive relationships with tenants, fostering a supportive and collaborative tenant community.
- ** Lease Administration**:

- Track lease expirations, rent escalations, and other lease provisions, proactively managing lease renewals and negotiations.
- Maintain accurate lease records and databases, updating tenant information and lease terms as necessary.
- ** Property Maintenance**:

- Assist the Property Managers in the oversight of maintenance and repairs, coordinating with vendors, contractors, and property management staff to address maintenance issues promptly.
- Implement preventive maintenance programs to enhance property functionality and minimize downtime.
- Schedule jobs and assist in writing scope of works and tender quotes.
- Build and foster strong systems and procedures for the maintenance of the commercial properties, including maintenance schedules and service contracts administration.
- Willing to perform minor repair jobs as necessary under the supervision of the Property Manager.
- Ability to diagnose issues and recommend proper course of action in rectifying repair or maintenance work.
- ** Financial Management**:

- Assist with budget preparation and financial reporting for assigned properties, monitoring expenses, revenues, and variances.
- Process rent payments, invoices, and other financial transactions accurately and in a timely manner.
- Prepare and deliver arrears notices, demand letters, and remain persistent in rent collection pursuit.
- Collaborate with accounting and finance teams to reconcile accounts, resolve discrepancies, and ensure accurate financial records.
- ** Administrative Support**:

- Provide general administrative support to property management staff, including answering phone calls, scheduling appointments, and managing correspondence.
- Prepare and distribute property-related communications, notices, and announcements to tenants and stakeholders.
- Maintain organized files and records, ensuring accessibility and confidentiality of sensitive information.

**Qualifications**:

- Minimum of 2 years of experience in either commercial property management or building maintenance fields.
- Strong knowledge of commercial real estate leasing, property operations, building systems and lease administration.
- Excellent communication and interpersonal skills, with the ability to interact effectively with tenants, vendors, and team members.
- Proficiency in property management software and Microsoft Office Suite (Word, Excel, Outlook).
- Detail-oriented with strong organizational and problem-solving abilities.
- Knowledge of local property management regulations and industry best practices.
- Must have own vehicle with an understanding that this role involves site visits and out-of-office meetings.

**Benefits**:

- Competitive salary and benefits package, including health insurance, and paid time off.
- Opportunities for professional development and advancement within the company.
- A supportive and collaborative work environment with a focus on teamwork and excellence.

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