Properties Coordinator

**Properties Coordinator**

**Location**: 11738 Kingsway Avenue, Edmonton, Alberta

**Closing Date**:October 16, 2024

**Position Status**:Full-time (40 hours/work) Permanent Position

**Key Responsibilities**
- Support daily operations of Otipemisiwak Métis Government properties and facilities, including but not limited to Provincial Office, Nekinan Lodge, Tail Creek Campground, and other office locations and affiliated properties.
- Coordinate and respond to tenant requests, including but not limited to rental inquiries, maintenance needs, emergencies, etc.
- Ensure timely communication and relaying of accurate information regarding property details, policies, and procedures.
- Address questions and resolve complaints/issues, and deliver exceptional customer service to tenants, potential tenants, vendors, and other stakeholders in a professional manner.
- Oversee tenant move-ins and move-outs, assist in lease administration, and ensure compliance with lease terms.
- Support marketing and leasing efforts by promoting vacant units to prospective tenants.
- Plan and organize tenant events and activities, including coordinating logistics, managing event schedules and vendors, and creating engaging and well-organized experiences for tenants.
- Manage department storage allocation, ensuring efficient use of space and proper organization of stored items.
- Assist with the management of parking assignments and address related issues to ensure optimal utilization and convenience for tenants and staff.
- Collaborate with the Health and Safety Advisor to ensure properties comply with Occupational Health and Safety (OH&S), including coordinating inspections and keeping related records.
- Contribute to the development and implementation of emergency response procedures, fire evacuation protocols, and evacuation maps. Promptly respond to property related emergencies in compliance with plans.
- Work with the Building Operations Manager (BOM) to ensure completion of routine maintenance, repairs, and landscaping, and follow up on projects, as required.
- Assist with the management of building assets, such as mechanical systems, ensuring their optimal performance and longevity. Maintain accurate records of asset conditions, usage, and lifecycle, and coordinate with relevant teams to ensure assets are properly maintained.
- Assist with the facilitation of contracts for contractors, sub-contractors, and vendors. Ensure agreements are properly negotiated, documented, and executed.
- Assist with the management of the Facilities operations budget and tracking of expenses to ensure financial stability and efficiency.
- Prepare financial reports as required and coordinate financial tasks such as processing of invoices, payment of bills, and collection of rent.
- Organize and maintain Facilities and Building Operations records, invoices and files.
- Prepare, edit, and distribute various forms of correspondence such as letters, notices, policies, briefing notes, and reports.
- Maintain confidentiality with all files and interactions with stakeholders in accordance with policies and procedures.
- Collaborate with the Facilities and Building Operations team members on various projects assigned by department leadership, including project and office planning.
- Develop and maintain constructive working relationships with both internal and external stakeholders, including leadership, staff, and business and community partners.
- Present a positive and professional image of the organization when interacting with employees, clients, visitors, and other external stakeholders.
- Other duties as required or assigned.

**Skills & Competencies**
- Exceptional strategic planning skills, including an ability to establish short
- and long-term plans to meet key objectives of projects/initiatives.
- Excellent analytical and critical thinking skills with the ability to identify issues and implement creative and strategic solutions to overcome problems.
- Self-motivated and demonstrated initiative in identifying and addressing operational deficiencies, process gaps, or other possible improvements to operations.
- Flexible and adaptable with an ability to thrive in a dynamic and changing environment.
- Ability to work under pressure and handle tense and stressful situations.
- Strong organizational and time management skills, with the ability to prioritize and manage multiple projects simultaneously.
- Exceptional attention to detail.
- Exceptional verbal, written, and interpersonal communication skills, with an ability to produce professional documents, reports, and presentations.
- Proven track record of building collaborative partnerships with a variety of internal and external stakeholders.
- Strong sense of ethics, professionalism, and political and cultural sensitivity.
- Knowledge of health and safety regulations and compliance requirements is an asset.
- Knowledge of Métis history, culture, and issues affecting Métis people. An in-depth un