THE TEAM:

Porte has been serious about real estate since 1968 and in those 55+ years we’ve realized we aren’t just developing or managing properties, we’re helping build communities and enriching lives. You’ll find that spirit in our award-winning developments, extraordinary charitable work and in every employee who proudly calls Porte their place of work. When people feel this good about doing their job, amazing things happen.

There are countless reasons to consider a career with Porte. For starters, you’ll be part of an encouraging, supportive team with plenty of room for growth. Plus, you’ll enjoy many Porte Perks, These are just a few:

• Training and educational events throughout the year
• A lively social committee. Personal and professional development opportunities and encouragement for greater learning
• Competitive Benefits Program including RSP Matching

Our focus on building communities is carried out in many ways, and everyone at Porte is encouraged to get involved. We fundraise each holiday season for the Food Bank, we match employee charitable donations, and we are a huge supporter of Cassie + Friends, founded by David Porte, which is dedicated to transforming the lives of children who are living with Juvenile Arthritis. Plus, we give back to the community in many ways, including through our new developments by donating $100 per home built to the Breakfast Club of Canada to help ensure kids don’t go to school hungry.

JOB SUMMARY:

We seek a highly organized and detail-oriented Property Administrator & Receptionist to support our Commercial property management team in Calgary. This role involves administrative duties, tenant relations, leasing support, and financial coordination to ensure the smooth operation of our properties

Skills and Qualifications:

• Experience in property management or real estate administration an asset but not required.
• Proficiency in property management software (e.g., Yardi, AppFolio) and MS Office Suite an asset
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Uphold company values: commitment to excellence, people focus, trustworthiness, and community-building

Administrative Duties:

• Answer and direct incoming phone calls; manage front desk reception duties.
• Greet and assist visitors and tenants in the administration office.
• Oversee boardroom bookings and facilitate office services.
• Order and maintain office supply inventory.
• Handle mail receipt and distribution.
• Provide administrative support to the Property Management Team.
• Manage office budgeting to prevent overspending on supplies and events.
• Dispatch maintenance and security to tenant calls.
• Monitor and administer service contracts, including vendor and contractor performance reviews.
• Routine inspections of the Business Centre (Building 807), including mail pickup and coffee area restocking.
• Liaise with operations team to ensure smooth day-to-day activities.
• Assist General Manager and Operations Manager with budget variance reports, forecasts, and annual budgets.
• Provide accounts payable support, including supplier invoices and liaising with property accountants.
• Handle accounts receivable tasks, including reporting, bank deposits, and receivable-related issues.
• Review and update rent-roll and accounts receivable reports.
• Develop marketing materials such as website updates and newsletters.

LEASING DUTIES:

• Prepare documentation for leases, renewals, tenant correspondence, and other communications.
• Review, abstract, and input lease information into Yardi database following internal procedures.
• Proofread lease abstraction reports for accuracy and clarify lease terms with the General Manager.
• Ensure all lease documentation and forms are completed and uploaded in Yardi and follow up on missing documents.
• Maintain accurate and updated tenant files, including tenancy agreements, suite inspections, insurance documentation, parking agreements, security deposits, etc.
• Support parking sales and provide reporting to accountants.

Administrative Duties:

• Answer and direct incoming phone calls; manage front desk reception duties.
• Greet and assist visitors and tenants in the administration office.
• Oversee boardroom bookings and facilitate office services.
• Order and maintain office supply inventory.
• Handle mail receipt and distribution.
• Provide administrative support to the Property Management Team.
• Manage office budgeting to prevent overspending on supplies and events.
• Dispatch maintenance and security to tenant calls.
• Monitor and administer service contracts, including vendor and contractor performance reviews.
• Routine inspections of the Business Centre (Building 807), including mail pickup and coffee area restocking.
• Liaise with operations team to ensure smooth day-to-day activities.
• Assist General Manager and Operations Manager with budget variance reports, forecasts, and annual budgets.
• Provide accounts payable support, including supplier invoices and liaising with property accountants.
• Handle accounts receivable tasks, including reporting, bank deposits, and receivable-related issues.
• Review and update rent-roll and accounts receivable reports.
• Develop marketing materials such as website updates and newsletters