Assistant Property Manager

Location

Royal Bank Building - 335 - 8th Avenue SW

Business

At Brookfield Properties, our global network and relationships are here for our tenants and partners - wherever they are in the world. Where going to work never feels routine. We integrate commercial real estate with world-class shops, restaurants, and entertainment, creating spaces where work and play don't just coexist, but thrive. If you're ready to be a part of our team, we encourage you to apply.

Job Description

DESCRIPTION

The managerial position is responsible for supporting and assisting the Property Manager to ensure the successful day-to-day operations of the property. The position requires an individual who exemplifies professionalism, service excellence, attention to detail and focus on quality.

The role is a Brookfield Ambassador specializing in relationship management with high-profile tenants within the Bankers Hall Complex. The position is the conduit and liaison for tenants which, through constant communication and follow-up with other departments ensures a timely resolution to operational issues while minimizing tenant impact. Supervising and providing direction to the Tenant Services team to ensure the appearance of the exterior and interior common areas of the complex are always maintained to the highest standard. Working closely with the Property Manager to ensure tenant satisfaction, budgets and capital plans are prepared and managed as per objectives; negotiating, awarding, and monitoring building contracts by policies; preparation of property and monthly financial reports within the required timelines; liaising with tenants, contractors, and employees.

The incumbent will assist the property manager in overseeing the operational and administrative functions associated with the property, ensuring the asset is managed and operated at the highest possible standard by Brookfield's goals, objectives and all applicable codes, environmental requirements, and government legislation.

RESPONSIBILITIES

• Primary tenant contact for escalated inquiries and requests, requiring detailed coordination and communication between the tenants, operations, security, construction, accounting and building services ensuring all requests and concerns are dealt with professionally to ensure tenant satisfaction.

• Managing the day-to-day operations of the Tenant Services Department comprised of one Assistant Manager, Tenant Services, one Coordinator, Tenant Services, one Supervisor, Building Services, one Building Services Coordinator, two Building Services Technicians and one Receptionist. Monitoring and providing daily support, participating in performance management, setting objectives, and providing development through training and education.

• Take personal responsibility to promote and adhere to all safety, health, and environmental policies. Lead by example to proactively identify, report, manage and mitigate potential hazards and follow through to resolution.

• Liaising with base building contractors on projects ensuring they are completed as scheduled and by the budget guidelines including window cleaning, landscaping, waste removal, carpet cleaning, pest control, janitorial, porter services, parking, and common area repairs.

• Assist in Supervising the $3.5 million Janitorial contract to ensure the contractor maintains compliance with the agreement, monthly costs are within the established budget and the service provided meets the tenants' and Brookfield's expectations. Conduct monthly meetings and inspections as required.

• Attend Monthly Parking contract meetings and assist with parking recommendations to improve the parking experience, maximize revenue, and ensure parker satisfaction. Review monthly parking reports and ensure the data is cross-referenced with Tenant lease information.

• Managing the internal Porter services contact to ensure that that contractor maintains compliance with the key performance areas of the agreement, monthly costs are within the established budget and the service provided meets the tenants and Brookfield's expectations. Conduct monthly meetings and inspections as required

• Conduct monthly "Key Account Meetings" with the large office tenants documenting discussions of their issues for distribution to all departments. Meet with other tenants regularly and ensure all meetings are tracked and minutes are taken.

• Coordination of bi-annual tenant & occupant satisfaction surveys including preparation of action plans for review and approval by the Property Manager

• Assist Marketing Manager with management of retail tenants, attending annual meetings and assisting with troubleshooting issues as required

• Coordinating all tenants' move-in/move-out(s) in conjunction with construction, operations, security and building service/loading dock ensuring all procedures are followed. Ensuring signage, access cards, recycling, Life Safety manual and Tenant Information Guides are appropriately distributed. Conduct New Tenant Orientation meetings to ensure tenants are educated on the building regulations, procedures, and contacts.

• Routinely review to ensure the Tenant Information Guide, Tenant Database and website information is accurate and continuously updated to date. Additionally, working with the Marketing team to ensure Axiis App updates are accurate and timely.

• Oversee the Tenant Services Coordinator and Financial Services Group, in monitoring the Accounts Receivable process and ensure all outstanding balances are followed on a timely basis ensuring the A/R is always current.

• Administration of all lease documentation, storage area management and leases ensuring the information is kept updated and accurate at all times.

• Assisting the Property Manager to generate and compile the monthly financial report. Assist and provide support to the managers regarding variance comments and other requirements included in the monthly reports.

• Assisting the Property Manager with budget preparation, contract negotiation and management of operating costs by adhering to purchasing processes, reviewing and approval of all billings, and maintaining accurate maintenance and administrative records. Assist and provide support to the managers to ensure accurate and timely entry into YARDI relating to day-to-day expenses and one-time projects.

• Other duties as assigned.

QUALIFICATIONSSERVICE / PERSONAL SKILLS:

A proven leader, who exhibits and insists on a standard of excellence, and shares our vision to work collaboratively with others to meet our commitment to providing outstanding customer service. The ideal candidate works independently and has the proven ability to deal with difficult/sensitive situations. In addition, the successful candidate will have strong communication and organizational skills with the ability to multitask.

This includes an ability to manage competing priorities; prioritize tasks and respond proactively while maintaining a calm environment for both internal and external clients.

EXPERIENCE & TECHNICAL SKILLS:

• Minimum 7 years working experience in a large commercial building environment.

• Minimum 5 years management experience.

• Minimum 5 years of experience with direct supervision of staff

EDUCATION / DESIGNATIONS / LICENSES:

• University degree is an asset

• Possess or working towards RPA, FMA or CPM.

We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.

BPCA

At Brookfield Properties, our success starts with our people. People like you. We develop, operate, and manage more than 1100 properties and 395 million square feet of real estate across the globe. It's a feat that wouldn't be possible without our team, a diverse group of creative visionaries and innovative experts who are relentless in pursuit of one goal: to ensure our buildings don't simply meet the needs of our tenants, residents, and communities - but exceed them, every day.