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Property Coordinator

2 weeks ago

Dorval, Quebec, Canada Realterm Full time $45,000 - $65,000 per year

Realterm is a real estate operator whose employees have a track record of capitalizing on durable insights into the supply and demand of real assets through the global supply chain. Realterm seeks to build and invest in value-added business platforms that have a proprietary position in their markets, source investments with favorable supply/demand dynamics and bring intense focus to operating results. 

Realterm offers several career fields such as Accounting, Asset Management, Capital Markets and Investor Relations, Construction, Finance, Investments, Leasing, and Property Management that make working here unique, challenging, stimulating, and rewarding. With offices in Amsterdam, Annapolis, Baltimore, Chicago, Frankfurt, Houston, Los Angeles, Montréal, New York, Singapore and Sydney, you are empowered to take your career where you want it to go.  

A career at Realterm allows you thrive in a fast-paced workplace environment with tremendous scale. Enjoy working in a collaborative environment with supportive teammates where you will be challenged to grow and be at your best every day. We offer our employees a robust and competitive benefits package. If you are looking for a rewarding career in private equity commercial real estate, apply today.

Summary

Provide assistance to the Realterm Property Managers with all operations in achieving property financial and operational objectives of the Canadian portfolio. 
    
Essential Duties and Responsibilities 

  • Prepare, manage and track service, project, construction contracts and purchase orders
  • Assist in preparing requests for proposals for various services needed at the property
  • Work with Property Managers on administrative tasks for tenant improvements, move-ins and move-outs and capital projects
  • Assist in recording property inspections
  • Build and maintain positive relationships with tenants, vendors and contractors
  • Assist with fielding tenant complaints, dispatch to vendors and follow-up on performance
  • Perform initial review and coding of vendor invoices
  • Prepare and track utility billings to be invoiced back to tenants
  • Perform utility transfer process relating to acquisitions/dispositions and tenant activity
  • Support department on accounts payable research and follow up
  • Assist in preparation of owner reports, variance analyses and operating budgets
  • Setting up new accounts with utility providers
  • Ensure vendor and tenant compliance with insurance requirements
  • Assist in the maintenance and tracking of certificates of insurance
  • Manage tenant and vendor information database, including parking records
  • Develop and maintain management information books for each property
  • Maintain department file organization and construction files including contracts, approvals, insurance verification, construction bids and releases
  • Maintain and lead administrative efforts of yardi elevate, including but not limited to input and follow up on service tickets entered into the work order system
  • Maintain building contact and emergency contact lists for each property
  • Assist with preparing emergency response plans, as needed, within the Canadian portfolio
  • Monitor status of equipment inspections and certifications and work with Property Managers to have them completed
  • Assist Property Managers with property acquisition and disposition transition process
  • Assist the Director, Property Management with administrative support and implementation of department wide initiatives, including but not limited to management and tracking of department wide SOP's
  • Perform special ad hoc research projects.
  • Acting as front desk/Reception when lead is out of office or away from their desk. Duties include handling phone calls and office correspondence, include email, welcoming visiting customers and delivery personnel, ordering supplies and food, and perform administrative services, as required

Competencies 

  • Accountability
  • Character, Trust, Integrity
  • Planning, Decision-Making & Initiative
  • Development & Learning
  • Collaboration, Communication & Teamwork

Qualifications 

  • Computer proficiency with Microsoft Office.
  • Yardi experience a plus.
  • Requires strong verbal and written communication skills and effective organizational and problem solving skills. Self-initiator with the ability to problem solve. Also requires the ability to maintain an approachable, friendly demeanor and work with competing priorities and demands.
  • Must also be able to develop effective working relationships with staff, owners, tenants and vendors.
  • Must be organized and task oriented, able to work in a fast-paced, team-oriented environment with multiple deadlines, and adapt readily to changing priorities
  • Ability to draft and write detailed notes, provide communications to tenants and vendors, and help prepare reports and presentations in a clear and concise manner
  • Detail oriented with the ability to convey information orally and in writing in a clear and concise manner in French and in English on order to communicate with clients and colleagues outside Quebec.

Education and/or Experience 

  • Minimum (1) one to (2) two years' experience assisting with real estate/property management personnel and additional clerical support responsibilities. 
  • Some technical school and/or college coursework is helpful, in real estate or property accounting a plus. 
    AS/AA degree or an equivalent combination of education, training and additional experience is required, as well as ease and facility working with numbers.

Work Environment 
The position will work in a general office setting and may require travel, up to 10% of time annually, to remote office locations based on organizational/business needs. 

Physical Demands
Must be able to remain in a stationary position for most of the workday, sitting at a desk, consistently operating a computer. The person in this position must be able to access file cabinets and office machinery (to include a computer, copier, and fax machine). On occasion, may need to lift boxes of up to 10 lbs.

Realterm prioritizes, embraces and values safe, inclusive and collaborative environments and is committed to intentionally building a workplace where our employees can succeed. Full-time eligible employees may participate in our robust benefits program which includes healthcare (single and family coverage available), retirement plan with matching contributions, paid leave, volunteer time off, wellness/lifestyle benefits and more. More information regarding benefits and total compensation will be provided during the hiring process.

Realterm is an equal opportunity employer, as we value and respect diversity. We encourage diversity in ideas, opinions, experiences and identities. We do not discriminate in our employment practices based upon protected class, to include race, color, religion, sex, national origin, age, disability or genetic information.