The Client
Our client is an established real estate organization with a significant portfolio of commercial properties across Calgary. The organization manages a diverse portfolio of office, retail, and industrial assets and is known for maintaining a collaborative, hands-on workplace where employees are encouraged to contribute across the business.
They are currently seeking an Administrative Assistant to join their Calgary team and provide administrative and customer service support across a busy commercial property management portfolio.
The Position
Reporting to the Leasing & Property Coordinator, the Administrative Assistant will play an important role in supporting the day-to-day operations of the Calgary office and providing a high level of service to tenants, contractors, brokers, and visitors.
This is a hands-on administrative position suited to someone who enjoys variety, takes ownership of their work, and is comfortable working in a fast-paced property management environment. The successful candidate will work closely with the property management and leasing teams while also interacting directly with tenants and external stakeholders.
Hours: Monday to Friday, 8:00 a.m. – 5:00 p.m., with a one-hour lunch break
Key Responsibilities
- Provide general office administration, including answering and directing telephone calls, distributing and processing incoming and outgoing mail, coordinating couriers, maintaining office supplies, filing, and general office organization.
- Provide a high level of customer service to tenants, contractors, brokers, visitors, and other stakeholders.
- Liaise directly with tenants regarding day-to-day communications, requests, and inquiries, including assisting with more contentious situations when required.
- Provide administrative support to accounts receivable and accounts payable processes.
- Coordinate tenant work orders and cleaning requests, ensuring requests are appropriately communicated and followed up on.
- Coordinate annual tenant satisfaction surveys and collect updated tenant contact information and insurance certificates.
- Prepare correspondence, communications, reports, and other documentation required by the office and property management team.
- Maintain and update the building's digital directory board and tenant portal, including upcoming events, holidays, and other tenant communications.
- Assist with maintaining and updating building security manuals and related documentation.
- Assist with bicycle room administration and management.
- Distribute monthly leasing, parking, building emergency evacuation, and tenant warden reports.
- Provide general administrative support to the Leasing & Property Coordinator and wider property management team as required.
- Maintain confidentiality and exercise appropriate care when handling sensitive information.
The Requirements
The successful candidate will ideally bring:
- 1+ years of administrative experience, preferably within commercial property management, retail property management, real estate, or a related environment.
- Experience with Yardi Voyager and/or Yardi Commercial Café would be considered an asset.
- A good understanding of accounts receivable, invoice processing, and payment administration.
- Strong computer skills, including intermediate proficiency with Microsoft Word and Excel.
- Excellent written and verbal communication skills.
- Exceptional organizational and time-management abilities, with the capacity to manage and prioritize multiple tasks with limited supervision.
- A confident and professional approach when dealing with tenants, contractors, brokers, and other stakeholders.
- Strong attention to detail and the ability to handle confidential information with discretion.
- A positive, enthusiastic, and proactive attitude.
- The ability to work collaboratively as part of a team while also taking ownership of individual responsibilities.
- A willingness to assist colleagues and contribute wherever needed in a hands-on office environment.
- Strong judgment, professionalism, and assertiveness when dealing with day-to-day tenant and operational matters.
Why Should You Apply?
This is an excellent opportunity to join an established real estate organization and build on your experience within commercial property management.
You will have the opportunity to work closely with an experienced property management and leasing team while gaining exposure to a diverse portfolio of office, retail, and industrial assets.
The organization offers:
- A stable and established real estate environment.
- A collaborative, open, and comfortable workplace culture.
- A hands-on role with variety and direct interaction with tenants and industry professionals.
- The opportunity to develop your career within commercial property management.
- An excellent group benefits package.
- A pension plan.
- Regular Monday-to-Friday working hours with no evening or weekend requirement.
If you are an organized, service-oriented administrative professional who enjoys working in a dynamic property management environment, this could be an excellent next step in your career.
To Apply
If you are interested in this opportunity, please submit your resume through this posting. All applications will be treated with the strictest confidence.
Only candidates selected for an interview will be contacted.
Please note: This position is based in Calgary, Alberta.
#BCREAA
Pay: $45,000.00-$48,000.00 per year
Work Location: In person
