Property Operations Assistant
Ottawa, ON
3h ago

The Property Operations Assistant is accountable to the Manager, Operations for assisting in the day-to-day administration for the Property Operations function for a retail portfolio of properties to ensure that all administrative and other function-

specific support activities are carried out in a timely and consistent manner to enable the Operations department to achieve its business goals and objectives in providing uninterrupted building services to Tenants.

Tenant Services Assists with the coordination of all tenant moves, scheduling of tasks for building operators and contractors, and all required project management documentation (i.

e. tenant fit up, process and preparation of capital expense / repair; preparation of annual service agreements) in collaboration with Operations staff and Accounting on a timely manner and to ensure the continuous operation of the property.

Third Party Contracts and Services Aids the tendering of services and contracts from third parties in agreement with the Operations management to ensure adequate completion of projects as well as prepare all tenant notices for building closures due to statutory holidays, service interruptions and others as directed by the operations staff.

General Administrative Support Assists the Operations Manager with the maintenance of personnel file in addition to performing general administrative duties including ordering of office supplies, photocopying, fax transmittal, distribution of incoming and outgoing mail and courier packages.

Tenant Requests Receives and appropriately coordinates or personally responds to tenant requests, questions and inquiries pertaining to Operations, acts as a liaison between tenants, management and other departments / employees, resolves issues of low to medium complexity and escalates complex issues to Operations Manager to ensure that tenants are receiving consistently high level of timely customer service.

  • Tenant Information Packages Directs tenant information packages to new incoming tenants prior to move-in and forward the completed details to the operations staff in a timely manner as well as coordinate with operations staff on signage, mail boxes, parking and other requests as required by the operations staff;
  • Coordinates and maintains the filing of all tenant / building project files and fax records and provide records to operations staff as requested as well as prepare minutes of weekly operations meetings.

    Property Operations Documentation Circulates received documents (i.e. Offer to Lease, Lease, and Lease Amending Agreements) to the appropriate individuals for review to ensure accuracies in information in addition to serving as a back up support to the Specialty Leasing and Administrative Assistant during vacation and sick days and other times as required to ensure the continuous operation of the property.

  • General Administrative SupportAssists the Operations Manager and other Department Managers in completing and tracking all property PO’s and related purchasing documentation.
  • Ensures all Capital project documentation is uploaded and tracked in Yardi, as well as preparing monthly reports for variances to the Operations Manager.

    General Administrative Support Skills, Knowledge, Experience and Education Strong ability to multi-task and work under pressure Good communication skills (both written and verbal) Good organizational and time management skills Good analytical skills.

    Core Competencies High School Diploma is an asset Previous experience at a retail center is an asset Working knowledge of MS Office applications is an asset.

    We thank all applicants for their interest; however, only those selected for an interview will be contacted.AGENCY NOTICE : Please note that Morguard does not accept unsolicited resumes from recruiters or employment agencies.

    In the absence of a signed Services Agreement with agency / recruiter, Morguard will not consider or agree to payment of any referral compensation or recruiter fee.

    In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and advanced solicited services from a Morguard employee, Morguard explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

    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 careers or (905) 281-3800.

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