Office Services Administrator

Description

• Create and manage purchase orders (POs) for Operations and Property Management teams.
• Provide reception and front-office support, including managing incoming calls and walk-ins, mail, and deliveries.
• Maintain organized electronic and physical filing systems, including as-built drawings and O&M manuals.
• Assist the Senior Property Manager and the Operations Manager with all aspects of service contract, capital, and tenant project administration including documentation, tracking, communications, and reporting.
• Assist in updating the annual Building Standards Manual.
• Prepare tenant communications and assist with internal and external correspondence.
• Attend project and operations meetings as required.
• Coordinate contractor activities, including bidders’ meetings, inquiries, site visits, scheduling, inspections, and performance reviews.
• Process contracts, invoices, and budget amendments in Yardi Construction Manager.
• Support maintenance of social media accounts, website updates, and digital marketing material.
• Assist with lease documentation coordination and file management.
• Provide administrative and data entry support for environmental initiatives, including asbestos management, spill reporting, and hazardous waste disposal.
• Support General Manager and team members as needed and assist with overflow administrative tasks.
• Coordinate meetings, agendas, minutes, and office functions.
• Maintain marketing materials and listings for vacant spaces across the managed portfolio.
• Manage office supplies, business stationery, and equipment service providers.
• Support the annual chattel inventory and preventative maintenance program updates.
• Support tendering, bid analysis, and award recommendation processes including preparation and distribution of bid and request-for-proposal (RFP) packages, recommendation packages, and contract documentation in accordance with corporate procurement policies.
• Maintain service contract databases to ensure timely renewals and prevent lapses, automatic renewals, or penalties.
• Monitor contractor compliance in ComplyWorks.

Requirements

• Experience in marketing, accounting, purchasing, or procurement considered an asset.
• Communication: Strong written and verbal communication skills with attention to professionalism and clarity.
• Adaptability: Flexible and able to adapt to evolving business needs and priorities.
• Relationship Management: Professional, courteous, and team-oriented; able to foster positive working relationships with tenants, contractors, and colleagues.
• 3–5 years of experience in property management, operations, or administrative support.
• Additional certifications such as PMI, BOMI, or equivalent are assets.
• Attention to Detail: High degree of accuracy and commitment to quality.
• A current criminal background check will be required as a condition of employment.
• High school diploma supplemented with post-secondary coursework in administration, procurement, or project management.
• Technical Proficiency: Intermediate to advanced proficiency in Microsoft Word, Excel, and Outlook; experience with Yardi is an asset.
• Organization and Time Management: Exceptional ability to prioritize tasks, meet deadlines, and manage multiple projects in a fast-paced environment.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance