Property Operations Assistant

YOUR DUTIES

**Account P **a **y **a **bles Function**
- Perform day-to-day activ i t i es to prepare I nvoice Register T emp l ates.
- Ana l yze supp li e r statements, reviewing in Yardi if processed and follows up on any outstand in g payments to be made. Lia i son between Supervisors / Manager and Vendors to resolve any d i screpancies in payment amounts.
- Prior to dead lin e, follow up w i th Supervisor s/ Manag e rs to ens ur e that a ll service agreements and purchase orders are w ork received.
- Liaison between AP Clerk and Supervi s ors / Managers to ensure that in vo i ces are sent to the proper inbox. Reviewing weekly inquiries from AP Clerk to resolve issues. Communicate with PO initiator of issues and assist if required. Corre c t any di s crepancies w ith IR templates.
- Prepare PO for the Operations T eam.

**Major **Rep **air **Projects**:

- **Job Cost data entry**

Assist the Operation Manager by enter in g the Job Cost i nto Yardi. Ensuring that certificate of payment is r ece i v ed by co n su l tan t s before sub mi tt ing i nvoice for proc e ss in g. Ensure t h at release retent i o n (10 % ) i s released i n Yardi pr i o r t o submitt in g final payment.

**Third Party **Contracts and **Se **r **vice **s
- A i ds th e t ender in g o f services and contracts from third parties in agreemen t with t he Opera ti on Team to ensure adeq u ate completion of p r ojects / services.
- Update Serv i ce Agreement Tr ack i ng Report on a r egular basis.
- Track and update Certificate of In surance and WSIB for serv i ce providers.

**Administr **at **ive functions
- Assist Retail Manager and Opera t ion Manager w ith general administrative duties.
- Assist with the Preventative Maintenance Program (Angus Anywhere).
- Reconci li ation of utilities, grease trap cleaning, pest contro l reco v er i es.
- Update Waste diversion r eport.

**Ten **a **nt Coordination
- Receives and appropriately coord i n a tes or per so nally responds to tenant request, questions and inqu i ries p e rt a in i n g t o Operation s, act s a s l i ai s o n b e twee n tena n t s, manageme n t, an d o t he r dep a rtment s / employees, resolves i ssues of l ow to medium complexity and esca l a t es comp l ex i ssues to Retai l Manager and / or Opera ti ons Ma n ager t o ensure tha t tenants are receiving consistently h igh l evel of ti mely custome r service.
- Assist Opera t io n s Manager with Tenant Coord in ation work such as e n sur in g Contractors are informed of rules and r eg ul ations, collec t deposit fee and refund process once work i s completed. Co ll ect all necessary documents required as per the Constr u ction Manua l.

**Reception**
- Third back-up to cover reception area.
- Answer a nd di r ect a ll incoming t e l e ph o n e calls for the Administration Office.
- Greet visitors com in g to the Adm i nistration Office.
- Act as communication liaison b e t w e e n c e ntre employees ( security, cleaning, maintenance, HVAC and Administration) and third parties such as customers, calls, t enants, e t c.. by us i ng the two-way radio communicatio n system.
- Open and direct incoming and outgo i ng mail (via regular mail / cou ri er).
- Othe r related duties as assigned.

YOUR SKILLS AND QUALIFICATIONS
- Minimum of 3 years administrative experience
- Advanced computer skills including Microsoft Work and Excel
- Bilingual (French/English) would be an asset

CORE COMPETENCIES
- Strong organizational skills
- Ability to handle confidential information
- Strong analytical skills
- Excellent communication skills
- Knowledge of Yardi is an asset