Assistant Property Manager/Administrator

Our legacy is rooted in innovation and excellence, earning us a spot on Fast Company’s esteemed annual list of the World’s Most Innovative Companies, as well as recognition as one of U.News & World Report’s Best Companies to Work For in 2024. Reporting to the Property Manager, the Assistant Property Manager supports the day-to-day management and operation of Eighth Avenue Place. This role assists in delivering exceptional property management services through the effective administration of property operations, tenant relations, financial performance, sustainability initiatives, life safety programs, vendor and contractor management, and capital improvement projects.

The Assistant Property Manager works collaboratively with tenants, service providers, and internal teams to ensure the property is maintained to the highest standards of operational excellence, safety, and customer service. The position plays a key role in enhancing the tenant experience, protecting and maximizing asset value, supporting the achievement of ownership objectives, and ensuring compliance with all applicable regulations, policies, and industry best practices.

The successful candidate will demonstrate strong organizational, communication, and problem-solving skills, with the ability to manage multiple priorities in a fast-paced environment while fostering positive relationships with tenants, contractors, and stakeholders.

Assist the Property Manager in the overall management, operation, and administration of Eighth Avenue Place, ensuring the property is maintained to the highest standards of operational excellence, safety, sustainability, customer service, and financial performance.

Develop and maintain professional, ethical, and collaborative relationships with tenants, contractors, consultants, service providers, brokers, municipal authorities, and internal stakeholders.

Serve as a liaison between tenants and property management, responding to inquiries, coordinating service requests, resolving concerns, and ensuring timely follow-up to maintain a high level of tenant satisfaction and retention.

Assist in the administration of lease agreements, amendments, renewals, expansions, contractions, assignments, and other lease-related documentation.

Maintain a working knowledge of tenant lease obligations and ensure property operations are administered in accordance with lease requirements.

Review tenant requests and operational requirements to ensure compliance with lease agreements, building rules and regulations, and ownership objectives.

Assist with operating cost recoveries, tenant billing inquiries, rent commencement activities, and lease-related reporting.

Maintain tenant contact information, lease abstracts, critical lease dates, and occupancy records.

Conduct frequent inspections of common areas, tenant premises, retail spaces, parkades, exterior grounds, loading areas, conference facilities, fitness facilities, bicycle amenities, and other tenant-facing spaces to ensure cleanliness, maintenance standards, safety compliance, accessibility, and overall presentation.

Work closely with Building Operations, Security, Housekeeping, Parking Operations, Retail Services, Conference Centre staff, Fitness Centre staff, and other service providers to deliver exceptional service and operational performance.

Assist with the recruitment, training, development, supervision, scheduling, and performance management of property personnel as assigned.

Support the implementation and enforcement of property policies, procedures, rules and regulations, life safety requirements, risk management initiatives, and corporate standards.

Coordinate tenant move-ins, move-outs, after-hours work requests, tenant improvement projects, occupancy changes, access requests, and construction activities while maintaining compliance with established policies and procedures.

Support leasing initiatives by coordinating property tours, broker events, prospective tenant visits, suite inspections, turnover activities, and leasing-related operational requirements.

Assist with the administration and operation of building amenities and tenant services, including the Fitness Centre, Conference Centre, Bicycle Facilities, Messenger Centre, Parkade Operations, Retail Program, Tenant Experience Platform, wellness programs, and community engagement initiatives.

Review, approve, and code invoices, purchase orders, contract payments, and operating expenditures to ensure compliance with approved budgets, accounting procedures, and internal controls.

Assist with accrual preparation, monthly financial reporting, budget variance analysis, year-end reconciliations, operating cost recoveries, audit requests, and other financial reporting requirements.

Participate in annual budget preparation processes, including gathering quotations, preparing supporting documentation, forecasting expenditures, and identifying capital replacement requirements.

Coordinate procurement activities including tender preparation, request for proposal (RFP) administration, contractor prequalification, bid analysis, contract negotiations, and recommendation preparation.

Administer service contracts and monitor contractor performance to ensure compliance with contractual obligations, service level expectations, workplace safety requirements, building procedures, and quality standards.

Review contractor insurance certificates, WCB documentation, safety programs, and regulatory compliance requirements prior to commencement of work.

Support the planning, implementation, monitoring, and close-out of capital projects, base building upgrades, tenant improvement projects, sustainability initiatives, major maintenance activities, and lifecycle replacement programs.

Coordinate project communications, contractor access, shutdown planning, tenant notifications, permit requirements, consultant activities, deficiency management, commissioning activities, and project close-out documentation.

Maintain accurate property records including contracts, warranties, operating manuals, permits, inspection reports, insurance documentation, drawings, compliance records, and standard operating procedures.

Assist in maintaining detailed knowledge of all building systems including HVAC, mechanical, electrical, plumbing, elevators, access control, security systems, life safety systems, building automation systems, lighting controls, parking systems, and utility infrastructure.

Monitor work order completion, service delivery standards, maintenance trends, recurring issues, and tenant feedback to identify opportunities for continuous improvement.

Support environmental sustainability initiatives, including LEED, WELL, BOMA BEST, ESG reporting, energy management, water conservation, waste diversion, active transportation programs, greenhouse gas reduction initiatives, and tenant sustainability engagement programs.

Assist with environmental compliance requirements, benchmarking submissions, audits, certification renewals, sustainability reporting, and performance tracking programs.

Coordinate tenant engagement activities including appreciation events, wellness programming, charitable initiatives, educational seminars, surveys, networking opportunities, and community-building events in collaboration with the Community Manager.

Support the administration of tenant experience technology platforms, visitor management systems, amenity booking systems, building communication tools, and other workplace experience technologies.

Monitor and analyze tenant satisfaction metrics, amenity utilization, event participation, operational performance indicators, and customer service trends while recommending opportunities for improvement.

Coordinate and support all life safety, emergency preparedness, and business continuity initiatives, including emergency planning, training exercises, fire drills, evacuation procedures, shelter-in-place events, and crisis management activities.

Lead and/or assist with emergency response activities, tenant evacuations, incident investigations, fire alarms, medical incidents, security concerns, utility interruptions, and other emergency situations as required.

Assist emergency responders, municipal authorities, contractors, consultants, and property personnel during emergencies and significant operational events.

Support insurance claims administration, incident reporting, risk mitigation programs, workplace health and safety initiatives, and corrective action tracking.

Ensure compliance with all applicable legislation, building codes, fire codes, environmental regulations, accessibility requirements, municipal bylaws, corporate policies, and industry best practices.

Represent the property in a professional manner and contribute to achieving ownership objectives through effective operations management, financial stewardship, exceptional tenant service, risk management, and asset enhancement initiatives.

Perform other related duties, responsibilities, and special projects as assigned.

Diploma or degree in Business Administration, Real Estate, Property Management, Commerce, Finance, Engineering, Facilities Management, or a related field. An equivalent combination of education, training, and experience will be considered.

Minimum of 5 years of experience in commercial property management, preferably within a Class A office, mixed-use, institutional, or large-scale commercial real estate environment.

Demonstrated experience in property operations, tenant relations, contract administration, vendor management, budgeting, financial reporting, and capital project coordination.

Working knowledge of commercial lease administration, lease interpretation, tenant improvement projects, occupancy management, operating cost recoveries, and landlord-tenant relations.

Experience reviewing invoices, purchase orders, service agreements, and contractor expenditures for accuracy, coding, and budget compliance.

Strong understanding of building operations, including HVAC, mechanical, electrical, plumbing, life safety systems, access control systems, elevators, building automation systems, and preventative maintenance programs.

Working knowledge of applicable Occupational Health and Safety legislation, Alberta Building Code, Alberta Fire Code, accessibility requirements, environmental regulations, and commercial property management best practices.

Strong interpersonal, communication, negotiation, organizational, analytical, and problem-solving skills with the ability to build effective relationships with tenants, ownership representatives, contractors, and internal stakeholders.

Strong financial acumen with the ability to analyze operating results, identify variances, prepare reports, and make recommendations to improve operational and financial performance.

Advanced proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.

Experience using property management software, accounting systems, work order management platforms, building automation systems, and tenant experience technology platforms is considered an asset.

Professional designations or progress toward industry certifications such as RPA, CPM, FMA, BOMI, LEED Green Associate, WELL AP, or similar credentials are considered an asset.

Valid First Aid and CPR certification is considered an asset.

Valid Class 5 Driver's License is considered an asset.

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across such property types as living, office, retail, mixed-use, logistics and life science projects – all designed to enhance value, connection and inspiration. Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward. This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages. We are an equal opportunity employer and support workforce diversity.

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