Property Advisor

7 months ago

Montréal, Canada Administration portuaire de Montréal Full time

Under the supervision of the Property Manager, the incumbent will help develop, implement, monitor and evaluate the various planning needs, programs and processes of the Port territory. They will also provide administrative and technical support for all areas of the department’s management team. The incumbent will:
**Provide administrative support for Port Territory Planning Department activities**:

- Act as the front-line manager for all property management-specific requests.
- Assist the Property Manager and their internal clients in developing and implementing programs, procedures and processes.
- Help the Territory Planning Manager develop the five-year capital plan.
- Coordinate and liaise between internal and external collaborators and follow up with internal stakeholders and service providers as required.
- Follow up on documents and invoices issued for various requests (purchase requisitions, purchase orders, contract release orders, etc.) for multiple suppliers.
- Write and compile various reports, presentations, meeting minutes, memos and correspondence, conduct language revision, format documents and coordinate the translation of documents (letters, memos, leases, agreements, and correspondence).
- Ensure compliance of documents (approval requests, capital projects, leases, agreements, etc.) and make sure they get signed and approved.
- Ensure compliance with all administrative steps and follow up on property appraisal and property management reports.
- Draft various departmental presentations to internal (Executive Committee, etc.) and external stakeholders (clients, partners, etc.).
- Prepare and send communiqués to internal and external users.
- Collaborate with the entire team to ensure efficiency of operations and the work environment.
- Assist managers in the tendering process on some contracts.

**Provide technical support**:

- Work with various internal departments, including the Geomatics Department, to ensure that land use plans are updated according to the Environmental Department.
- Monitor corrective action and updates to building non-compliance reports and recommend improvements.
- In collaboration with the Property Manager and Building Administrator, develop, participate in and monitor the building inspection program and corrective measures.
- Coordinate follow-up on requests and assignments to external consultants regarding studies and analyses (building cycle, cost effectiveness, evaluation, capacity, etc.) for various projects and prepare document summaries for management as required.
- Assist the Property Manager with various mandates related to sustainable mobility and port and boundary planning and follow up with the various regulatory authorities.
- Advise internal clients, assess compliance requirements, and recommend effective building management measures.
- Participate in various committees with various stakeholders for projects related to the territory and its user accessibility.
- Be responsible for updating building evacuation plans in collaboration with the Prevention Department and implement required corrective measures in accordance with current regulations and standards (RBQ, Canada Labour Code, CNESST, etc.).
- Analyze current building codes, by-laws and space and layout requirements.

**Provide administrative support for Port Territory Planning Department activities**:

- Respond to and direct general inquiries to the appropriate individuals and/or provide requested information to internal and external clients.
- Assist with the logistics of events/meetings held in the DJT room at head office.
- Process and follow up on mail.
- Ensures that the department’s established structure for integrated document management is respected and prioritized by team members, and ensure compliance.
- Track billing for the department.
- Conduct administrative follow-up on meetings.
- Complete inventory checks on office supplies and place orders as required.

**Qualifications**
- Bachelor’s Degree in business administration, property management, real estate brokerage, building engineering or a related field, an asset
- Urban planning, development or geography training, an asset
- BOMI professional designation (RPA, FMA, SMA, SMT, IREM), an asset
- Five (5) to seven (7) years of related experience
- Ability to work collaboratively with others to achieve organizational objectives; comfortable interacting with all internal stakeholders
- Strong organizational skills and the ability to multitask effectively under tight deadlines
- Above-average skills in time management, tact, and diplomatic interaction with various internal and external clients
- Proficiency in the Office suite (Word, Excel, Powerpoint, Outlook)
- Excellent command of French and English, both written and spoken
- Knowledge of SAP, an asset
- Knowledge of financial mathematics, an asset
- Basic knowledge of plan reading (AutoCAD, etc.)
- Basic knowledge of Régie du bâtiment (RBQ) standards
- Basic knowledge o

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