Operations Coordinator

Description

• Greet all reception visitors and assist accordingly. Ensure visitors are greeted in an efficient, courteous and professional manner.
• Monitor Tenant Response Management in conjunction with Building Operations – QuadReal Connect work order response times and resolution details.
• 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.
• Answer incoming calls and direct to the appropriate person. Maintain the property phone list and update the phone system program.
• 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.
• Open all in-coming mail and courier packages, date stamp all items & distribute.
• Coordinate all tenant events and programs.
• Work orders - accept, action and close work orders (pertaining to inquiries about the building, events, amenities, etc); communicate resolution to tenants.
• Ensure all office equipment is in proper working order, arrange for immediate repair/servicing of any malfunctioning equipment.
• Take a leading role in coordinating and supporting tenant events and programs.
• Provide backup support in oversee and manage the daily operation of Conference Center bookings.
• Prepare and provide work order reports to tenants, building operations and select contractors as required.
• Continually review and update the websites, Tenant Information Guides, directories, elevator screens & QuadReal+ app for Edmonton portfolio.
• 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.
• Ensure an adequate level of kitchen and office supplies are available always, and place orders when necessary.
• Arrange all outgoing courier packages.
• 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.

Requirements

• 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.
• Outgoing, positive personality and professionalism
• Good verbal and written communication skills
• 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.
• 4+ years experience in an administrative capacity and proficiency with attention to detail
• Some Project Management organizational skills/knowledge would be a definite asset
• High school diploma
• 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.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance