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Strategic Real Estate Coordinator

4 months ago

Victoria, Canada The Corporation of The City of Victoria Full time

**Job Description**:
**Competition #24/140**

**Internal/External Posting**

**Closing date: June 18, 2024**

***

**Strategic Real Estate Coordinator (Continuous)**

**Real Estate Department**

Join our dynamic team as the Strategic Real Estate Coordinator and be a part of a department that helps shape the future of our City We are seeking a dedicated and organized individual to actively support the administrative functions of the Strategic Real Estate Department.

The Strategic Real Estate department administers all aspects of the City’s strategic real estate program and holdings. In particular, the department seeks to maximize the City’s returns from its property holdings and ensures the City has the appropriate real estate portfolio to meet its current and long-terms needs. With a supportive and collaborative work environment, this position is ideal for individuals with office experience who are eager to contribute to our work plan initiatives and day-to-day operations. If you are organized, detail-oriented, and passionate about public service, we encourage you to apply.

**POSITION FUNCTION**:
Under the guidance of the Director of Strategic Real Estate, this position actively supports the administrative functions of the Strategic Real Estate Department, ensuring the integrity of land and property information for the City aligns with established rules, regulations, policies, and procedures. Responsibilities encompass monitoring and tracking various real-estate initiatives, research, administrative assistance to internal and external stakeholders, and ensuring the confidentiality and retention of important records, files, and correspondence.

**KEY DUTIES**:

- Perform various administrative services to support the operational and administrative success of the Strategic Real Estate department. Support the creation of reports, letters, memos, presentations, and various project initiatives.
- Reconcile purchase cards, manage work orders, and prepare purchase order requisitions.
- Monitor and track compliance requirements of commercial tenant agreements; manage and maintain lists, spreadsheets, and track timelines with precision.
- Retrieve, compile and disseminate strata property fees, minutes, and depreciation reports.
- Perform searches using online systems and internal City Archives, such as Corporate Registry, and Land Title and Survey Authority title searches using knowledge of covenants, encroachments, and strategic rights-of-way.
- Retrieve, compile and provide information as requested by internal and external clients.
- Manage and maintain paper and digital filing systems in Prospero and SharePoint, and those required by Legislative Services for executing legal agreements.
- Assist with the preparation of tender documents, track budget expenditures, accounts receivable and accounts payable.
- Operate a variety of office equipment such as multifunctional printers, scanners, copiers and arrange for equipment servicing.
- Perform related duties where required.

**INDEPENDENCE**:

- Work is performed in accordance with standard Real Estate industry practices and standard office procedures, under the supervision of the Director. Deviations from established procedures are referred to supervisor.

**WORKING CONDITIONS**:
**Physical Effort**:

- Sit with arms unsupported while keyboarding (often)

**Mental Effort**:

- Normal

**Visual/Auditory Effort**:

- Focus on a variety of source data and computer for short periods (often)

**Work Environment**:

- Office

**KEY SKILLS AND ABILITIES**:

- Maintain a high degree of confidentiality.
- Deal effectively with the public and outside agencies.
- Communicate effectively verbally and in writing.
- Working level operation of City software and programs.

**QUALIFICATIONS**:
**Formal Education, Training and Occupational Certification**:

- Certificate in office administration, paralegal, conveyancing, legal assistance, or related field (8 months).

**Experience**:

- 3 years of related experience or an equivalent combination of education and experience.

**OTHER**:

- May be requested to substitute in a more senior position.

**Work schedule: Monday - Friday, 35-hour work week**

**$39.52 per hour, Pay Grade 10 (Under Review)**

**Job Code # 4463**

**This is a CUPE Local 50 Position