Admin Services Coordinator

**About GWL Realty Advisors**:
GWLRA is a leader in both the commercial and multi-residential real estate industries. Driven by our values of Integrity, Ambition, Creativity, and Empathy, our vision is to be a sustainable company known for exceptional real estate management, trusted advice, and outstanding service by consistently fulfilling our mission to deliver strong, long-term results for our clients.
- We’re looking for an Administrative Services Coordinator to assist with the daily operations of a busy multi-residential property office Some of the major responsibilities include answering telephone calls and taking messages, distributing incoming mail, processing purchase orders, and completing expense reports. _

**RESPONSIBILITIES**:
**Customer Service**:

- Develops and maintains an excellent line of communication among site management, contractors, and tenants
- Handle all telephone and walk-in inquiries from current residents professionally and courteously
- Provide superior customer service to both internal and external clients by identifying and understanding the needs of others
- Promote a strong sense of community
- Respond and action tenant complaints and concerns
- Assist in booking appointments with our contractors to ensure they completed the required work
- Ensure resident satisfaction and external contractors are compliant to work order requests
- Follow-up with residents after maintenance work, to ensure job completion and tenant satisfaction

**Administration + Reporting**:

- Receive cheques and send it for processing
- Develops and maintains the departmental filing system for reports and other documents
- Utilize the property management system to record transactions and run various operating reports
- Welcome new residents and provide a full orientation in coordination with Leasing Team
- Sort all incoming and outgoing mail services - including courier requirements
- Organize office area to ensure it is kept tidy and well-organized
- Issues Work Orders and Purchase Orders
- Maintains purchase order control, issue and track orders
- Responsible for the operation of the parking lot; assigning spots; print the Parking Log for monthly parking audit, update records and follow up with residents on various parking issues
- Receive security reports and review for problems or trends to be escalated to the Community or Property Manager
- Control issuance and deletion of building security access Fobs from security system
- Maintain and update Intercom records
- Monitor inventory office stationery & supplies
- Maintain, monitor, and update suite key records

**QUALIFICATIONS**:

- 2+ year of experience in an administrative role
- Must possess exceptional communication and interpersonal relationship skills
- Intermediate level knowledge of Yardi and MS Office (Word, Excel, Outlook, and PowerPoint)
- Strong attention to detail, problem-solving, and follow-up is required
- Must be a self-starter with high degree of initiative, flexibility, and professionalism
- Ability to work with a diverse group of people and interests while being culturally aware
- Possess knowledge of health and safety practices
- Property Management/Real Estate experience an asset
- Bachelor’s Degree is preferred

**What We Offer**:

- 3 Weeks of Vacation per year
- 3 Paid Personal Days per year
- Up to $2,000 annual Education Allowance
- Up to $5,000 annual Mental Health Coverage, plus other comprehensive benefits and savings programs

'What we Offer' section only applies to full-time permanent employees.

**Our Business***:
Learn more about our commercial and residential businesses, our values, and careers at GWLRA.

**Our Commitment to Diversity***:
GWL Realty Advisors is an equal opportunity employer. It prohibits discrimination based on age, color, disability, national origin, race, religion, gender, sexual orientation, and any other legally protected class in accordance with applicable federal, provincial and local laws. We are committed to creating and maintaining an inclusive and accessible workplace. If you are contacted for an interview and require accommodation during the interviewing process, please let us know.
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