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Administrator, Property Management Calgary Portfolio
3 weeks ago
At Aspen, our Vision is to remain a highly respected boutique real estate company and employer of choice. We will continue to earn exceptional returns by adding meaningful value for our team and community through ownership, management, and development opportunities.
Strong leadership and teamwork are the cornerstones of our Core Values: Customer & Community Service, Integrity, Creativity, Adaptability, Respect and Entrepreneurship. Driven by our mission and vision, we foster an environment where employees thrive on honesty, open communication, and accountability, maintaining the highest standards of professional and ethical conduct.
We offer dynamic opportunities, with an excellent compensation and benefits program. Our collaborative and professional environment promotes and rewards learning, development, and success. Joining Aspen means becoming part of a team that values innovation and continuous improvement, with opportunities for personal and professional growth. Aspen is an equal opportunity employer committed to hiring and retaining a diverse workforce.
We are pleased to announce we have an immediate opening for a team and service-oriented individual to fill an **Administrator**, Property Management** office-based role in Calgary.
This is a fantastic opportunity and if you, or someone you know, are a match for the qualifications below, please submit resumes to Human Resources.
Thank you for your interest in the Aspen team
**Position Summary**|**
As part of our property management team, you will have the opportunity to hone your skills, collaborate with seasoned professionals, and contribute to exciting projects that drive Aspen’s success. We strongly believe in promoting from within, and this position serves as a springboard for individuals aspiring to advance into more senior roles. If you are passionate about commercial real estate and eager to embark on a journey of professional growth and advancement, we encourage you to apply.
Regular work hours are Monday to Friday 8:00am to 4:30pm. The Administrator, Property Management will report directly to the Senior Property Manager.
**Key Responsibilities**|**
- Prepare and distribute daily correspondence for the property management team
- Prepare and distribute management reports for the property management group
- Complete monthly expense reports for the property management team credit cards
- Coordinate, issue purchase orders and budget future years for projects assigned
- Assist the property management team with the coordination, draft, and final budgets for the portfolio; distribute as required
- Generate and deliver tenant letters and invoices for any changes to rent or operating costs
- Collect and review all insurance certificates for tenants and contractors
- Monthly follow up on all accounts receivable and collections
- Reconcile and send out quarterly billings to tenants for utility usage
- Track and calculate percentage rent and HVAC after-hours chargebacks; send chargebacks to tenants
- Update and maintain tenant contact list in spreadsheet and in Aspen App
- Keep Tenant Handbook, Contractor Manual and all information in website documents up to date
- Administer the Building Fire & Life safety program
- Update and maintain current contract spreadsheet
- Draft and issue all notices to tenants regarding building operations
- Assist the accounting team with invoicing, percentage rent, chargebacks, and collection of information as required
- Assist the property management team with management of amenities of the property
- Prepare and order groceries and building supplies for the operations team as required
- Prepare and complete vacancy space checklists for Property Management and Operations
- Issue security clearances, elevator bookings and fire impairments on a daily basis and coordinate access card requests for tenants
- In conjunction with the Administrators from other portfolios, generate and distribute stacking plans on a monthly basis
- Coordinate building after hours security and access
- Maintain and track property chattels
- Maintain electronic and hard copy files
- Work with security to perform regular access card audits for all tenant access cards
- Administer tenant registrations for the Aspen Club and Dog Policy, keeping all spreadsheets up to date
- Organize and coordinate tenant appreciation events
- Monitor and respond to Tenant questions via the Aspen App in timely manner
- Monitor and update the Aspen App as needed
- Assist with the arrangement and coordination of special projects as required
- Other duties as assigned
**Qualifications**|**
- Strong team player with superior customer service skills
- 4 + years of excellent administrative and customer/tenant service experience
- Commercial office real estate work experience strongly preferred
- Strong proficiency in Microsoft Word and Excel
- Proficiency with a diverse range of technology platforms and tools, including those related to administration and customer ser
