Location
Vancouver, BC
Overview
Based in Vancouver, reporting to the Vice President, Development, and working on behalf of both the Canadian Asset Management and Development teams, the Office Coordinator will be responsible for managing the physical office space located on Hornby Street, as well as providing support across two key areas: (1) active development projects within the company’s pipeline, and (2) the ongoing management and operations of the existing West Coast portfolio.

Duties and Responsibilities

• Provide direct administrative and office support to various departments;
• In coordination with the Manager, Administration based out of the Toronto Office, prepare travel schedules;
• Maintain digital corporate and department files;
• Create and track Purchase Orders, Change Orders, Service Agreements, initiate RFPs & coordinate with third-party vendors for the asset management and Development team;
• Complete expenses for VPs;
• Assist with weekly updates, minute taking and reporting;
• Oversee new vendor onboarding, facilitate, and track vendor approvals;
• Manage all incoming and outgoing mail and couriers;
• Arrange property tours for acquisition/financing of new properties;
• Consolidate information for Development and Property Manager Transition files;
• Liaise with different departments to obtain and consolidate information required for property transition and set up (acquisition, disposition, etc.);
• Assist with tenant meetings where required;
• Manage third-party property management and development reports, weekly, monthly and quarterly for all teams;
• Prepare monthly job cost reports for Development Team;
• Prepare Requests for internal approvals (RIA) for the Development Team;
• Prepare and review presentations as required;
• Treat all responsibilities with confidentiality and discretion;
• Assist with special projects and any additional duties as necessary;
• General office management, including stocking and ordering supplies, as required;
• Assist in the ordering, delivery/pick up of plans, permits, and deposits as required;
• Provide administrative and office support; maintain department calendar;
• Ensure all documents are filed and distributed accordingly; assist with project-related filing as required.

Requirements

• Post-secondary diploma or certificate in Business Administration, Real Estate, Urban Planning, or a related field
• 1 – 3 years of administrative or coordination experience, preferably in real estate, property management, or construction/development environments
• Interest in real estate development and willingness to learn about the development process
• Strong organizational skills with attention to detail and the ability to manage multiple tasks and timelines
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint; Visio an asset)
• Clear and professional communication skills, both written and verbal
• Comfortable working with internal teams and external consultants or service providers
• Self-starter, adaptable, and able to work in a dynamic, deadline-driven environment

• Provide direct administrative and office support to various departments;
• In coordination with the Manager, Administration based out of the Toronto Office, prepare travel schedules;
• Maintain digital corporate and department files;
• Create and track Purchase Orders, Change Orders, Service Agreements, initiate RFPs & coordinate with third-party vendors for the asset management and Development team;
• Complete expenses for VPs;
• Assist with weekly updates, minute taking and reporting;
• Oversee new vendor onboarding, facilitate, and track vendor approvals;
• Manage all incoming and outgoing mail and couriers;
• Arrange property tours for acquisition/financing of new properties;
• Consolidate information for Development and Property Manager Transition files;
• Liaise with different departments to obtain and consolidate information required for property transition and set up (acquisition, disposition, etc.);
• Assist with tenant meetings where required;
• Manage third-party property management and development reports, weekly, monthly and quarterly for all teams;
• Prepare monthly job cost reports for Development Team;
• Prepare Requests for internal approvals (RIA) for the Development Team;
• Prepare and review presentations as required;
• Treat all responsibilities with confidentiality and discretion;
• Assist with special projects and any additional duties as necessary;
• General office management, including stocking and ordering supplies, as required;
• Assist in the ordering, delivery/pick up of plans, permits, and deposits as required;
• Provide administrative and office support; maintain department calendar;
• Ensure all documents are filed and distributed accordingly; assist with project-related filing as required