Operations Coordinator

QuadReal Property Group; Edmonton; On-site; CAD 48,000 - 62,000; Full time

Benefits offered by this job

Health & dental benefits

Pension plan

Paid time off

Job summary

QuadReal Property Group is seeking an Operations Coordinator to join our Property Management team in Edmonton. This onsite role focuses on day-to-day administrative support, coordinating contracts, coordinating tenant events, and maintaining building initiatives, with a strong emphasis on tenant relations and efficient office operations.

The ideal candidate has 4+ years of administrative experience, excellent communication, and strong organizational skills.

Qualifications

• 4+ years experience in an administrative capacity.
• High school diploma.
• Some project management organizational skills would be a definite asset.
• Good verbal and written communication skills.
• Outgoing, positive personality and professionalism.
• Relationship skills – superior oral and written communication and presentation skills; ability to develop and sustain cooperative relationships with clients, tenants and internal staff.
• Organizational/Multi-Task Skills - ability to allocate time effectively, work under pressure and meet deadlines; adapt to new ideas and changes; self-motivated team player.
• Computer skills: Word, PowerPoint, and Excel; familiarity with Yardi or similar enterprise management software an asset.

Responsibilities

• Administrative support to the property management office as required.
• Manage office equipment, supplies, courier arrangements, and mail processing.
• Answer calls and maintain the property phone list.
• Draft and issue Purchase Orders in Yardi; review PO/invoices weekly.
• Coordinate with Managers on contracts and maintain contracts lists.
• Support tenant relations and prepare minutes, bulletins, surveys, move-in/out checklists.
• Assist in updating building initiatives and event coordination.
• Prepare work order reports and close work orders.
• Provide backup for Conference Center bookings and related operations.

Skills

Administrative experience

Communication skills

Organizational skills

Time management

Education

High school diploma

4+ years admin experience

Tools

Yardi or similar ERP

MS Office

Job description

About QuadReal Property Group

QuadReal Property Group is a global real estate investment, development and operating company headquartered in Vancouver, British Columbia. Its assets under management are $98.5 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities globally for investments in equity and debt in both the public and private markets. QuadReal invests directly through operating platforms in which it holds an ownership interest and via programmatic partnerships.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

www.quadreal.com

Role Description:

QuadReal Property Group is seeking a proactive and detail-oriented Operations Coordinator to join our Property Management team. This onsite role is ideal for a dynamic individual who thrives in a fast-paced environment and is passionate about supporting property operations. The Operations Coordinator will play a key role in ensuring smooth day-to-day administrative functions, providing timely and professional support to the property management team, and contributing to the overall success.

Responsibilities:

Administrative functions relating to the property management office as specified, provide support, where required:

• Ensure all office equipment is in proper working order, arrange for immediate repair/servicing of any malfunctioning equipment.
• Ensure an adequate level of kitchen and office supplies are available always, and place orders when necessary.
• Arrange all outgoing courier packages.
• Open all in-coming mail and courier packages, date stamp all items & distribute.
• Greet all reception visitors and assist accordingly. Ensure visitors are greeted in an efficient, courteous and professional manner.
• Answer incoming calls and direct to the appropriate person. Maintain the property phone list and update the phone system program.
• Draft and issue Purchase Orders for Property Management department in Yardi. Complete weekly review in Yardi to make sure PO’s/invoices are closed off.
• Service Contracts: Assist in coordinating with Managers in yearly preparation of contracts. Maintain monthly property management/maintenance contract list (collection of COI/WCB etc.) Track renewal dates and report to appropriate manager 6 months prior to contracts expiring.
• Maintain and enhance tenant relations via regular meetings and taking appropriate minutes, preparing and distributing tenant bulletins, assist in tenant surveys, preparing move-in, move-out checklists, and marketing initiatives.
• Assist in updating and maintaining the various building initiatives such as building signage and certifications on a regular basis - BOMA BEST, LEED, Fitwel, BOMA Awards submissions, etc.
• Take a leading role in coordinating and supporting tenant events and programs.
• Monitor Tenant Response Management in conjunction with Building Operations - QuadReal Connect work order response times and resolution details.
• Provide backup support in oversee and manage the daily operation of Conference Center bookings.
• Continually review and update the websites, Tenant Information Guides, directories, elevator screens & QuadReal+ app for Edmonton portfolio.
• Prepare and provide work order reports to tenants, building operations and select contractors as required.
• Work orders - accept, action and close work orders (pertaining to inquiries about the building, events, amenities, etc.); communicate resolution to tenants.
• Coordinate all tenant events and programs.
• Perform other duties as assigned from time to time based on operational needs.

Experience and Qualifications:

• 4+ years experience in an administrative capacity and proficiency with attention to detail
• High school diploma
• Some Project Management organizational skills/knowledge would be a definite asset
• Good verbal and written communication skills
• Outgoing, positive personality and professionalism
• Relationship Skills – Superior oral and written communication and presentation skills; ability to develop and sustain cooperative working relationships with clients, tenants and internal staff; ability to exercise confidentiality; self-motivated team player with good problem-solving skills; committed to personal growth and integrity aligned with QuadReal's objectives.
• Organizational/Multi-Task Skills - Ability to allocate one’s time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes; ability to use initiative and self-managing skills to work independently with minimal direction and respond effectively to issues that arise in the absence of the executives; detail-oriented and accurate.
• Computer Skills - Advanced skills in Word, PowerPoint, and Excel, including acceptable typing speed, with proficiency in spelling, punctuation, and grammar. Familiarity with Yardi or similar enterprise management software an asset.

Based on the position, QuadReal offers a competitive total rewards package in addition to the base pay, which may include a performance-based incentive plan, comprehensive health & dental benefits, pension plan, and paid time off.

The actual salary offered will take into consideration a wide array of factors including, but not limited to, the individual's skill, experience, education and training, the market compensation of the role, and the consideration to internal equity.

We value diverse experiences and perspectives. Even if your skills don't align 100% with the listed qualifications or salary range, we encourage you to apply – you may be a great fit for this role or others in our community. Applicants may also be considered for alternative positions within the organization where their qualifications and experience align more closely with available opportunities.

We use artificial intelligence (AI) technology - alongside human review - to assist in screening and assessing applicants for this position. Our recruitment team remains involved in all decisions.

Candidates must be legally authorized to work in Canada as the company does not provide work permit sponsorship for this role.

QuadReal Property Group will provide reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name and your preferred method of contact.