Job Description

Make your next move an expert one.

At Colliers it\xe2\x80\x99s not our success that sets us apart, it\xe2\x80\x99s how we achieve it. Our people are passionate, take ownership and always do what\xe2\x80\x99s right for our clients, people and communities.

Why Colliers?

Our enterprising environment needs your expertise to facilitate Colliers\xe2\x80\x99 continued growth as an industry leader. Our nimble, decentralized culture can provide you with a wealth of opportunities to learn about our business and quickly gain experience to accelerate your career.

Who you are

You are a detail-oriented individual who thrives on managing deadlines and accurately performing your work. You bring expertise and understanding of commercial leases and have some exposure to office, industrial and retail properties. You understand that your contributions extend to the larger team by building strong relationships and you take pride in the quality of work that you produce.

The role\xe2\x80\x99s primary responsibilities are to provide lease administration services to our Property Management & Accounting Teams including extracting critical information from real estate documents and entering the data into the property management database (Yardi).

What you bring

Preferred: First cycle university degree in business/commerce (Finance, marketing, accounting,management, etc..) or the equivalent;

Preferred: Hold and maintain a valid drivers licence

Previous experience in a similar position considered an asset

Previous commercial real estate experience is considered an asset.

Solution oriented;

Strong verbal and written communication skills in both French and English;

Must have computer proficiency in Word, Excel, Outlook and PowerPoint;

Demonstrated aptitude in learning new systems and programs;

Exhibits high level of initiative, self-starter, and strong work ethic with ability to work independently;

Sense of responsibility and self-accomplishment;

Demonstrated accuracy inputting data, high attention to detail;

Exceptional customer service, organizational and prioritization skills.

Ability to complete, prioritize and handle multiple tasks under time sensitive deadlines with minimal direction/supervision;

Exhibits high level of professionalism and strong interpersonal skills in a teamwork environment.

What success looks like

Maintain and update the managed portfolio commission tracker and the broker\xe2\x80\x99s individual trackers;

Preparation and coordination of all monthly and activity reports for the leasing department;

Update on a monthly basis the Stacking Plan\xe2\x80\x99s of the managed portfolio based on new leases, renewals and newly vacated spaces, including re measurement information;

First contact to answer the phone for all leasing inquiries of the managed portfolio, with responsibility to log the call, track analytics and dispatch to the respective brokers;

Preparation of Annual reporting packages;

Coordinate and schedule all kick-off meetings with all the departments and organize all documentation prior to the meeting once a transaction has been completed;

Support brokers with day-to-day tasks such as creation, modification of DAF\xe2\x80\x99s (Deal approval forms), research, documents, web-based reporting platforms (VTS);

Responsible for the department\xe2\x80\x99s compliance and deal flow approval process with DAF\xe2\x80\x99s, including invoicing leasing commissions into the Ourdeals platform;

Provide general administrative support (e.g. File management, organizing distribution of marketing efforts, general office maintenance, invoicing and correspondence)

Update and maintain all registries, as required by the OACIQ, with the support and supervision of the Agency Executive Officer;

Generate ideas for greater efficiency through the entire department and execute them

Other duties as may be required from time to time

Marketing Support and Research

Collect market intelligence and consolidate it in the appropriate and required formats to efficiently track;

Collect information regarding marketing analytics and sales funnel in order to track analytics for the department;

Some execution of marketing initiatives, only where basic marketing knowhow is required (third party website listings, social media, as an example);

Update on a monthly basis the internal availability list, and coordinate with the Marketing Coordinator;

Conduct virtual tours of various retail, industrial and office spaces with the Matterport system, when required

Database Management

Responsible to file all relevant leasing documentation into Laserfiche (DAF\xe2\x80\x99s, commission agreement, correspondence, etc.);

Database management with multiple target populations (broker database, prospects, building)

Responsible to manage all physical filing for both the leasing and marketing department

Create, maintain and update a sales funnel analytic database per property and different asset classes, for the team to assess, draw conclulsions and to realign various leasing strategies

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Objectif du poste:

Ce r\xc3\xb4le est responsable de fournir un soutien au service de location et d\'effectuer des t\xc3\xa2ches administratives li\xc3\xa9es aux transactions de location quotidiennes pour le portefeuille du Qu\xc3\xa9bec compos\xc3\xa9 d\'environ 6,5 millions de pieds carr\xc3\xa9s d\'immeubles de bureaux, commerciaux et industriels. Les t\xc3\xa2ches comprennent la priorisation et la gestion de plusieurs t\xc3\xa2ches \xc3\xa0 la fois, le suivi des mesures \xc3\xa0 prendre, la r\xc3\xa9vision du mat\xc3\xa9riel pour l\'orthographe, la coordination du contenu des propositions, ainsi que certaines initiatives de marketing et \xc3\xa9l\xc3\xa9ments administratifs comme les rapports mensuels et la coordination avec les courtiers pour le suivi des ventes projet\xc3\xa9s, les DAF et plus encore.

R\xc3\xa9sum\xc3\xa9 des fonctions essentielles du poste :

T\xc3\xa2ches administratives

Maintenir et mettre \xc3\xa0 jour le suivi des commissions du portefeuille g\xc3\xa9r\xc3\xa9 et les suivis individuels du courtier;

Pr\xc3\xa9paration et coordination de tous les rapports mensuels et d\'activit\xc3\xa9 pour le service de location ;

Mettre \xc3\xa0 jour mensuellement les plans des immeubles du portefeuille g\xc3\xa9r\xc3\xa9 en fonction des nouveaux baux, des renouvellements et des espaces nouvellement lib\xc3\xa9r\xc3\xa9s, y compris les informations remesurage;

Premier contact pour r\xc3\xa9pondre au t\xc3\xa9l\xc3\xa9phone pour toutes les demandes de location du portefeuille, avec la responsabilit\xc3\xa9 d\'enregistrer l\'appel, de suivre les analyses et de l\'acheminer aux courtiers respectifs;

Pr\xc3\xa9paration des trousses de rapports annuels;

Coordonner et programmer toutes les r\xc3\xa9unions de lancement pour les nouvelles transactions avec tous les d\xc3\xa9partements et organiser la documentation avant la r\xc3\xa9union une fois la transaction compl\xc3\xa9t\xc3\xa9e;

Soutenir les courtiers dans les t\xc3\xa2ches quotidiennes telles que la cr\xc3\xa9ation et modifications des DAF (formulaires d\'approbation des transactions), la recherche, les documents, les plateformes en ligne (VTS);

Responsable de la conformit\xc3\xa9 du d\xc3\xa9partement et du processus d\'approbation du flux des transactions avec DAF, y compris la facturation des commissions de location sur la plateforme Ourdeals;

Fournir un soutien administratif g\xc3\xa9n\xc3\xa9ral (par exemple, gestion des fichiers, organisation de la distribution des efforts de marketing, entretien g\xc3\xa9n\xc3\xa9ral du bureau, facturation et correspondance);

Mettre \xc3\xa0 jour et maintenir tous les registres, tel que requis par l\'OACIQ, avec le soutien et la supervision du dirigeant d\'agence;

G\xc3\xa9n\xc3\xa9rer des id\xc3\xa9es pour une plus grande efficacit\xc3\xa9 dans l\'ensemble du d\xc3\xa9partement et les ex\xc3\xa9cuter;

Autres t\xc3\xa2ches qui peuvent \xc3\xaatre requises de temps \xc3\xa0 autre.

Assistance et recherche en marketing

Recueillir des informations sur le march\xc3\xa9 et les consolider dans les formats appropri\xc3\xa9s et requis pour un suivi efficace;

Recueillir des informations concernant les analyses marketing et ventes du d\xc3\xa9partement pour fin d\xe2\x80\x99analyse pour le d\xc3\xa9partement ;

Certaines ex\xc3\xa9cutions d\'initiatives de marketing, uniquement lorsqu\'une connaissance de base en marketing est requise (par exemple : listes de sites Web tiers, m\xc3\xa9dias sociaux);

Mettre \xc3\xa0 jour sur une base mensuelle la liste de disponibilit\xc3\xa9 interne, et coordonner avec le Marketing;

Effectuer des visites virtuelles de divers espaces commerciaux, industriels et de bureaux avec le syst\xc3\xa8me Matterport, si requis.

Gestion de base de donn\xc3\xa9es

Responsable de classer tous les documents de location pertinents dans Laserfiche (DAF, entente de commission, correspondence, etc.);

Gestion de base de donn\xc3\xa9es avec plusieurs populations cibles (base de donn\xc3\xa9es courtiers, prospects, b\xc3\xa2timents);

Responsable de la gestion de tous les classements physiques pour le d\xc3\xa9partement de location et de marketing;

Cr\xc3\xa9er, maintenir et mettre \xc3\xa0 jour une base de donn\xc3\xa9es analytique des ventes du d\xc3\xa9partement par propri\xc3\xa9t\xc3\xa9 et diff\xc3\xa9rentes classes d\'actifs, pour que l\'\xc3\xa9quipe puisse \xc3\xa9valuer, tirer des conclusions et r\xc3\xa9aligner diverses strat\xc3\xa9gies de location.

Comp\xc3\xa9tences requises :

Pr\xc3\xa9f\xc3\xa9r\xc3\xa9 : Dipl\xc3\xb4me universitaire de premier cycle en affaires/commerce (Finance, marketing, comptabilit\xc3\xa9, gestion, etc.) ou \xc3\xa9quivalent ;

Pr\xc3\xa9f\xc3\xa9rable : D\xc3\xa9tenir et maintenir un permis de conduire valide;

Exp\xc3\xa9rience ant\xc3\xa9rieure dans un poste similaire consid\xc3\xa9r\xc3\xa9e comme un atout;

Une exp\xc3\xa9rience ant\xc3\xa9rieure en immobilier commercial est consid\xc3\xa9r\xc3\xa9e comme un atout;

Ax\xc3\xa9 sur les solutions

Solides comp\xc3\xa9tences en communication verbale et \xc3\xa9crite en fran\xc3\xa7ais ainsi qu\xe2\x80\x99en anglais;

Doit avoir une ma\xc3\xaetrise informatique de Word, Excel, Outlook et PowerPoint;

Aptitude d\xc3\xa9montr\xc3\xa9e \xc3\xa0 apprendre de nouveaux syst\xc3\xa8mes et programmes ;

Fait preuve d\'un haut niveau d\'initiative, motivation et d\'une solide \xc3\xa9thique de travail avec la capacit\xc3\xa9 de travailler de mani\xc3\xa8re autonome;

Sens des responsabilit\xc3\xa9s et volont\xc3\xa9 de d\xc3\xa9passement de soi;

Pr\xc3\xa9cision d\xc3\xa9montr\xc3\xa9e dans la saisie de donn\xc3\xa9es, grande attention aux d\xc3\xa9tails;

Comp\xc3\xa9tences exceptionnelles en mati\xc3\xa8re de service \xc3\xa0 la client\xc3\xa8le, d\'organisation et de priorisation;

Capacit\xc3\xa9 \xc3\xa0 terminer, prioriser et g\xc3\xa9rer plusieurs t\xc3\xa2ches dans des d\xc3\xa9lais impartis avec un minimum de direction/supervision;

Fait preuve d\'un haut niveau de professionnalisme et de solides comp\xc3\xa9tences interpersonnelles dans un environnement de travail d\'\xc3\xa9quipe.

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Make your next move an expert one and join us as we lead the industry into the future.

Direct applicants only please, no agencies.

Colliers is an equal opportunity employer and values diversity in its workforce. Colliers encourages applications from all qualified individuals and will accommodate applicants\' disability-related needs, up to the point of undue hardship, throughout all stages of the recruitment and selection process. If you require a disability-related accommodation in order to participate in the recruitment process, please contact the recruitment team by email at careers@colliers.com.

Colliers International