Real estate operations coordinator

Under the supervision of the Property Management Chief, the Property Operations Coordinator is responsible for of files related to the operation of buildings under management in the territory, customer service for both internal and external clients, and the management of measures related to various regulations (CNESST, Building Code, WHMIS, etc.) and applicable laws. In collaboration with various internal services, the coordinator guides and supports interventions related to rental spaces and acts as the primary point of contact for our clients and any activity or intervention affecting the territory that requires the involvement of the real estate service. They ensure follow-up contracts for services under their responsibility and ensure follow-up on interventions or requests that result from them, as well as client satisfaction.

Key Responsibilities:

Coordinate the main activities of the Real Estate Service:

• Assist the Chief of Property Management and internal clients in the development and implementation of programs, procedures, policies, and processes;
• Ensure follow-up on the issuance of documents and billing for various requests (purchase requests, purchase orders, contract calls, etc.) for multiple suppliers;
• Assist managers in the tendering process for certain contracts or professional mandates for the service;
• Collaborate in the department’s accounting process (budget, variance analysis, capital budget, etc.);
• Contribute to improving all aspects of property management by suggesting new ideas and recommendations to enhance client appreciation;
• Conduct and ensure follow-up on building inspection programs and corrective measures;
• Create and maintain up-to-date property plans according to occupancy and ensure follow-up, compliance, and application according to property management policies on land use;
• Coordinate with the Real Estate Planning team on the internal process of the capital investment plan with various services. Compile, analyze, and produce relevant documentation (project sheets, project plans, progress reports, etc.), schedule meetings, and track timelines for presentation and decision-making purposes;
• Coordinate and assist with external service requests on various mandates related to sustainable mobility, port and non-port land development, and ensure follow-up with various partners and regulatory authorities;
• Participate and serve on various advisory and regulatory committees;
• Advise internal clients on business opportunities, requirements, and compliance within the legal framework regarding land operations and recommend appropriate actions to ensure optimal management;
• Support the Chief of Property Management in real estate transactions, collaborating with the property administrator responsible for transactions and ensuring coordination of the process and compliance with Transport Canada criteria;
• Participate in various committees with stakeholders for projects affecting the territory and its accessibility to users;
• Responsible for following up on measures required by the Accessibility Law for buildings occupied and managed by the APM and writing progress reports on accessibility;
• Responsible for updating evacuation plans for buildings in collaboration with the prevention service and ensuring the implementation of required corrective measures in accordance with current regulations and standards (RBQ, Canadian Labor Code, CNESST, etc.);
• Responsible for following up on insurance certificates related to contractual agreements on the territory (leases, agreements, etc.);
• Create and follow up on work orders in the CMMS system.

• Assess the service and maintenance needs for APM properties or other sites (cleaning, landscaping, etc.) or any other contract as requested by the direct supervisor;
• Draft, execute, on the preventive maintenance tasks requested by the supervisor;
• Report any anomalies or defects to the supervisor and/or take appropriate action to address them;
• Conduct periodic inspections in buildings;
• Ensure compliance of buildings and services with existing contracts.

• Participate in the design of specifications;
• Work with the procurement team to define the tender strategy based on the guidelines set by the direct supervisor;
• Participate in the analysis of received bids and the recommendation for awarding contracts;
• For contracts awarded without a formal tender process:
• Identify and contact potential suppliers and negotiate rates;
• Recommend awarding contracts to the direct supervisor;
• Oversee the compliance of service contracts;
• Ensure the follow-up, validation, and accuracy of received invoices.

• Act as the first responder during off-hours availability periods;
• Coordinate with various internal services for service contracts, minor maintenance projects, repairs, improvements, and building maintenance;
• Participate in continuous improvement of processes for the role and/or the service, as needed;
• Perform other related tasks requested by the real estate team.

• Education: College diploma in Property Management, Building Mechanics, or any other relevant experience in the real estate sector;
• Experience: 5 to 7 years or more of relevant experience;
• Special Requirements:
• In-depth knowledge of building mechanics;
• Knowledge of laws, regulations, standards, and codes related to property operations;
• Familiarity with CMMS systems;
• Valid driver’s license and access to a car for occasional travel within the territory;
• Proficiency in the Office suite;
• Previous experience with SAP's Real Estate module is a plus;
• Excellent communication and customer service skills;
• Strong analytical and synthesis skills;
• Ability to conduct financial analyses (an asset);
• Autonomy;
• Bilingual (spoken and written): French and English.