Job Description ESSENTIAL DUTIES AND RESPONSIBILITIES
Executive Assistant
- Prepare and follow-up with various correspondence
- Follow up on telephone \& email inquiries and respond as appropriate
- Scheduling and coordinating calendar appointments
- Prioritize \& manage multiple projects simultaneously, and follow through to completion
- Assist with reviewing documents \& reports and follow up with outside parties as required
- Manage and perform reconciliations for Company Credit Cards
- Compile and prepare reports as required for Senior Leadership
- Prepare meeting agendas and prepare minutes from meetings
- Assure discreet handling of all departmental business
Commercial Property Administration
- Setup RFP's, change orders, contract templates and other project documents required to ensure smooth execution of a project
- Input required information into contract templates and issue to vendors for execution
- Coordinate drawings/proposals for pricing and record quotes once received
- Put together budgets and job cost details as required for a project
- Collecting/maintaining/organizing of TI/Capital Improvement documentation, which includes engineer/architect/consult reports, among others
- Issue/collect approved contracts/purchase orders and organize once received
- Collect/ organize warranties/manuals/ closeout documents from trades and file for our records and to send to tenants at handover
- Assists in the preparation of annual budgets, forecasts, monthly reports, and variance reports
- Assists with A/R and AP reconciliations and coding
- Assist with accounts receivable and accounts payable, including a collection of rent, accruals, payment of expenses, common area maintenance estimates, reconciliations, compliance with lease terms, and preparation of all related documentation.
- Responds to tenant requests and needs and coordinates with Property Management Team to assist in resolving issues
- Responsible for scheduling and facilitating maintenance with vendors and tenants
- Document and track all certificates of insurance from vendors and tenants
- Maintain accurate and pertinent information for vendors and tenants
- Prepare correspondence and memos to tenants and vendors
- Establish and maintain positive relationships with internal and external tenants and vendors.
- Maintain all lease and property-related files
- Liaise between Property Management, Leasing, and Construction departments to ensure smooth transitions and flow of information
- Draft and review various building and lease-related contracts, including service and parking agreements.
- Schedule and coordinate meetings and tenant events.
- Take and organize meeting minutes as required
Commercial Leasing Coordinator
- Act as the primary point of contact for tenant inquiries related to lease terms, billing, and other leasing matters
- Address tenant concerns and coordinate with relevant departments to resolve issues promptly
- Organize and manage internal and external meetings
- Drafting documents such as leases, extensions, renewals, or modifications from templates
- Maintain an up-to-date and accurate database of lease agreements and tenant information
- Managing industry association sponsorships such as NAIOP, CREW, etc.
- Prepare and organize marketing materials, brochures, signage, coordinating photographers
- Travel booking as necessary
- Plan and organize internal and external events
Minimum Qualifications (Knowledge, Skills, And Abilities)
- Experience supporting at a senior management/executive level is an asset
- Bachelor's degree in Business Administration, Real Estate, or a related field preferred
- Strong knowledge of MS Office, including Word, Excel, PowerPoint, Outlook \& SharePoint
- Upbeat, positive, outgoing, personable, and able to relate well with diverse groups
- Demonstrated commitment to completion of projects on a timely basis
- Excellent verbal, written, and keyboard skills and organizational skills
- Expert-level written and verbal communication
- Experience in either Real Estate, Finance, Construction, Property Management Leasing or Marketing environment is a major asset
- Self-motivated and able to work both in a team and individual environment
Salary Range
About The Company
Onni
For over half a century, Onni has been building communities for people to live, work, and play. Our success reflects our commitment to our employees and partners, and our dedication to quality construction, innovation, sustainability, and customer satisfaction. Our expertise expands across North America, with offices in Vancouver, Toronto, Los Angeles, Seattle, Phoenix, and Chicago.
How To Apply
Please apply through the link on the job posting and attach your resume and any other required documents.
We thank all applicants for your interest in the Onni Group. Note that only those applicants under consideration will be contacted.
