Associate, Client Services

Montreal
- Oberfeld Snowcap provides our clients with innovative real estate and advisory services that deliver profitability and global brand value. Founded over 40 years ago, Oberfeld Snowcap is a full-service real estate and retail advisory firm that focuses on retail tenant representation, strategic planning, property and project leasing, as well as real estate investment sales.

We consider our team of seasoned experts to be our biggest and most important asset. By having a unique understanding and unparalleled expertise of the Canadian real estate landscape, retail operations and current market conditions, we strive to always deliver the best value for every real estate transaction. Today, our firm successfully represents premium local, national and international retail brands across Canada.

**POSITION OVERVIEW**
The incumbent provides tangible support and acts as the first point of contact for the spectrum of retail account clients. They maintain and establish solid relationships with clients and identify opportunities for improving administrative processes. We are looking for someone who enjoys working with people and who is efficient in carrying out administrative tasks. We offer an inclusive work environment that promotes knowledge transfer perspectives for its members and the opportunity to work closely with expert advisors.

**KEY RESPONSIBILITIES**
- Collaborate in maintaining relationships with our retail clients and business partners by providing tangible support in the various files.
- Ensure each department is informed of pertaining information from the tenants signed documentation.
- Assist in strategic client real estate meetings and input all data in the property management system; prepare reports for operational / internal purposes within the property management system.
- Oversee and execute filing in clients’ files and minute books: create, monitor and maintain client files for better file management and client service.
- Responsible for tracking, modifying and filing all client related documentation. Analyze all new leases and coordinate the input of all data in the property management system.
- Prepare lease proposals, presentations and reports for client meetings and events.
- Stay up to date on all active deals and projects; refer to appropriate sales director or representative in obtaining accurate client data.
- Gather various statistical information used for conducting analysis for our clients.
- Assist the team in coordinating and keeping track of their agenda; plan and coordinate their schedule of activities. Organize and coordinate the logistics of meetings and business trips.
- Support the team in their day-to-day tasks; a) Attend and assist during their client meetings as well as ICSC meetings, if required, b) Keep a record of activities, c) Enter data into Deal Maker and make necessary follow ups until completion of the transactions.
- Attend the internal OS meetings for Decathlon and take minutes, enter data in tracker and Deal Maker and distribute to attendees, coordinate the To Do list and follow up with any outstanding items for all of the participants present in the meetings.
- Coordinate the team’s transaction files and ensuring all the invoices are sent in a timely manner to the Finance department; make sure the required documentation is up to standard as per Oberfeld Snowcap’s guidelines as well as compliant with the OACIQ.
- With support from the broker, write-up commission agreements and related documentation for the team’s transactions by researching and collecting the necessary information and as per OACIQ requirements; follow-up, monitor, seek approval and file when completed.
- Assist the team in preparing their annual budget, quarterly reports and monthly and bi-monthly projections; Attend and assist the team in client meetings, when required, and keep a record of activities, enter in Deal Maker and make the necessary follow ups.
- Support, coordinate and follow-up on the team’s transactions and ensure completion in an efficient manner and according to the progress and the expected dates of the mandates conditions/guidelines as well as for leases and sales contracts.
- Prepare marketing brochures for real estate and sales and rental listings and liaise with marketing for social media blasts
- Order and coordinate the installation of real estate signage for listings, ensuring prompt removal at end of mandates.
- In partnership with Brokers, prepare Centris listings.
- Monitor listings on website per dates of real estate mandates.
- Contribute to the upkeep of CRM rolodex contacts.
- Maintain a close relationship with colleagues to ensure sharing of information.
- Other tasks as requested. **Regulations**:

- Ensure all documentation for transactions are retained as required by the Provincial Regulatory Body (i.e. Commission agreements, fully executed documents, Fintrac, etc.) and make sure that content is as per the requirements of the Provincial R