Property Administrator, Operations

2 weeks ago

Vancouver, Canada Warrington PCI Management Full time

Warrington PCI Management is the largest commercial property managers in BC. The company manages approximately 17 million sq ft of retail, office, industrial, multi-family and marine properties throughout the Lower Mainland. We are looking for an experienced property administrator to join the administration team at Royal Centre, downtown Vancouver.

This position requires an individual with the ability to self-manage their time and workload. They are responsible for providing administrative support to the Property Manager, Manager of Operations and accounting department for Royal Centre.

Key competencies include the ability to anticipate and initiate appropriate action in dealing with all stakeholders. Much of the individual's work will require discretion and a thorough appreciation of the inter-relationship of the organization’s units and functions. It requires a great deal of tack and integrity due to the frequency of high level internal and external contacts and the high exposure to confidential information.

**Operations Support**:

- Provide administrative support including filing, scheduling appointments and meetings, update tenant and contractor contact lists and manuals as required. Maintain documentation in the centralized repository.
- Work with Manager, Operations to fulfill monthly operations and financial reporting requirements.
- Draft communications to tenants such as memos, notices, letters, minutes, and manuals.
- Assist with maintaining procedures for Life Safety & Emergency protocols, audits, drills, and education sessions, etc.
- Provide administrative support to the property’s Joint Health & Safety Committee.
- Collect and maintain various records and data management.
- Assist in compiling & maintaining building information.
- Assist with preparation of Operating & Capital budgets and weekly reports.
- Assist with Leasing and Operations staff to complete tenant move-in/move-out requirements.
- Keep and update tenant and contractor contact lists and manuals as required.
- Prepare, administrate, and process service and project management contracts as required.
- Assisting with Tenant inquiries and requests.

**Accounts Payable**:

- Prioritize and process invoices according to cash discount potential and payment terms
- Process checks requests.
- Respond to all vendor inquiries.
- Reconcile vendor statements, research, and correct discrepancies.
- Assist in month end closing.
- Maintain files and documentation thoroughly and accurately, in accordance with company policy and accepted accounting practices.

**Janitorial Contract Supervision**:

- Supervising of janitorial contract ensuring service providers compliance to contracts scope of work.
- Ensuring cleanliness of tenant areas, plaza’s, lobbies, retail mall and other common areas of the building
- Performing common area and tenant cleaning inspections - documenting and reporting weekly to the Property Manager.
- Timely ordering of janitorial supplies & equipment.
- Identify areas for improved performance & cost savings through regular communication with service provider.

**Contract Administration**:

- Drafting and review service contracts for Royal Centre, including preparation of RFPs, engineering services agreements, statements of work.
- Anticipate stakeholder’s needs and proactively develop solutions to meet them.
- Work closely with the Manager Operations and leadership teams in developing and implementing the strategy to facilitate the successful conclusion of a variety of commercial transactions ensuring that the business risks are mitigated.
- Help to define new contract and program management processes; identify and implement opportunities to streamline existing processes.
- Assist the team in identifying and/or developing team priorities and goals.
- Coordinate with Finance, HR, Legal, and other teams to make sure all needed reviews are conducted and approvals received before a contract is signed.
- Organize and maintain contracts management system, identify, and implement opportunities to streamline existing processes.

**Sustainability**:

- Managing waste, recycling, and organics contracts
- Coordinating maintenance and repair of compactors
- Marketing preparation and promotion of recycling programs
- Green Team program - maintaining, recruiting, hosting lunches, engaging with consultants.
- Waste audits - coordinating and scheduling audits, communicating results, and executing action items.
- Assist in generation of annual Sustainability goals, monitoring and benchmark reporting.
- Assist in LEED certification documentation, preparing written materials including correspondence, reports, procedures, guidelines and maintain project files.
- Monitor and track all purchases during the duration of recertification to ensure following procedure guidelines.

**Job Types**: Full-time, Permanent

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
-

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