Administrative Assistant

Morguard; Vancouver; On-site; CAD 60,000 - 75,000; Full time

Job summary

A leading real estate company is seeking a Property Operations Assistant in Vancouver. The role involves providing vital administrative and operational support to ensure the Retail Property Management team's efficiency. Responsibilities include managing documentation, financial administration, and coordinating events. Candidates should possess strong organizational skills and experience in a related administrative role.

Qualifications

• Experience in property management administrative tasks, preferably in a retail environment.
• Strong verbal and written communication skills.
• Ability to manage multiple tasks and coordinate logistics.

Responsibilities

• Provide administrative support to Retail Property Management.
• Coordinate travel arrangements and organize logistics for conferences.
• Maintain department tracking systems and manage financial documentation.

Skills

Strong communication skills

Excellent organizational skills

Intermediate to advanced knowledge of MS Office

Solid knowledge of Adobe Acrobat

Analytical skills

Education

Relevant education in property management

Tools

YARDI

MS Office

Job description

Job Description

PURPOSE

The Property Operations Assistant, Retail is accountable to the Director, Retail Property Management for providing administrative and operational support to the Retail Property Management and Retail Leasing teams in Western Canada to ensure the achievement of departmental goals and the smooth execution of daily functions.

Duties And Responsibilities

• Administrative Support
  
  

Performs general clerical and administrative duties including photocopying, scanning, mail and courier handling, and maintaining department stationery supplies. Handles leasing inquiry calls and directs them to the appropriate Director.

• Documentation and Knowledge Management Creates, proofreads, formats, and distributes business correspondence and formal documentation. Sets up and maintains documentation systems, supports communication through up-to-date mailing lists, and manages document archiving and retrieval. Assembles monthly sales reports, MMR leasing activity fact sheets, credit checks, and Disclosure Forms.
• Data and Platform Maintenance Maintains and updates various department tracking systems including service and consultant contracts, BC disclosure logs, leasing client contacts, and retail center contact information.
• Financial Administration Codes invoices, prepares purchase orders, and liaises with Accounts Payable to ensure timely and accurate payment processing in line with company policies.
• Travel Coordination Coordinates travel arrangements for four Directors, including booking flights, hotels, and scheduling meetings.
• Conference and Event Support Organizes logistics for the annual ICSC Whistler conference, including registration, accommodations, booth setup, giveaways, and leasing meeting arrangements. Supports coordination for the National Retail Operations Conference and Retail Operations Managers Conference as needed.
• Expense Management and Seasonal Activities Prepares and uploads monthly expense reports for all four Directors. Manages seasonal initiatives including updating the Christmas card list, distributing gifts to retail centers, planning internal holiday competitions, willingness to join the Social Committee, Heath and Safety Committee and serve as a First Aid Officer
  
  

Any other job-related duties and/or projects that may be assigned.

Skills, Knowledge And Qualifications

• Strong communication skills- both verbal and written
• Excellent organizational skills
• Intermediate to advanced practical knowledge of MS Office Applications and Outlook
• Solid knowledge of Adobe Acrobat
• Exposure to YARDI is an asset
• Administrative, analytical and review skills experience
• A combination of relevant education and property management administrative experience, preferably in a shopping center or retail environment
  
  

Salary: $60,000 - $75,000

About The Team

Morguard is a fully integrated real estate company. We own, manage and invest in high-quality, well-located, geographically diversified assets across North America. We have built our business with strong leadership and a proven management platform that have generated substantial, risk-adjusted returns – and significant long-term growth. With more than 40 years of experience and a dynamic team of 1,500 professionals, our commitment is to realize the potential of real estate through value creation and operational excellence.

We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation during any stage of the recruitment process, please notify Human Resources at [e-mail] or 905 281-5967.