Job Description

PURPOSE The Property Operations Assistant is accountable to the Retail Manager, Operations for assisting in the day-to-day administration for the Property Operations function for an office/industrial portfolio of properties to ensure that all administrative and other function-specific support activities are carried out in a timely and consistent manner to enable the Operations department to achieve its business goals and objectives in providing uninterrupted building services to Tenants.
DUTIES AND RESPONSIBILITIES 1. Account P a y a bles Function

• Perform day-to-day activ i t i es to prepare I nvoice Register T emp l ates .

• Ana l yze supp li e r statements , reviewing in Yardi if processed and follows up on any outstand in g payments to be made . Lia i son between Supervisors / Manager and Vendors to resolve any d i screpancies in payment amounts .

• Prior to dead lin e , follow up w i th Supervisor s/ Manag e rs to ens ur e that a ll service agreements and purchase orders are w ork received.

• Liaison between AP Clerk and Supervi s ors / Managers to ensure that in vo i ces are sent to i n v oice @ mo r q u ard . com . Reviewing weekly inquiries from AP Clerk to resolve issues . Communicate with PO initiator of issues and assist if required . Corre c t any di s crepancies w ith IR templates.

• Prepare PO for the Operations T eam .

2. Major Rep air Projects - Job Cost data entry

• Assist the Operation Manager by enter in g the Job Cost i nto Yardi .
• Ensuring that certificate of payment is r ece i v ed by co n su l tan t s before sub mi tt ing i nvoice for proc e ss in g .
• Ensure t h at release retent i o n (10 % ) i s released i n Yardi pr i o r t o submitt in g final payment.

3. Third Party Contracts and Se r vice s

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  • A i ds th e t ender in g o f services and contracts from third parties in agreemen t with t he Opera ti on Team to ensure adeq u ate completion of p r ojects / services.
  • Update Serv i ce Agreement Tr ack i ng Report on a r egular basis.
  • Track and update Certificate of In surance and WSIB for serv i ce providers.

4. Administr at ive functions

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  • Assist Retail Manager and Opera t ion Manager w ith general administrative duties .
  • Assist with the Preventative Maintenance Program (Angus Anywhere).
  • Reconci li ation of utilities , grease trap cleaning , pest contro l reco v er i es.
  • Update Waste diversion r eport.

5. Ten a nt Coordination

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  • Receives and appropriately coord i n a tes or per so nally responds to tenant request , questions and inqu i ries p e rt a in i n g t o Operation s , act s a s l i ai s o n b e twee n tena n t s , manageme n t, an d o t he r dep a rtment s / employees, resolves i ssues of l ow to medium complexity and esca l a t es comp l ex i ssues to Retai l Manager and / or Opera ti ons Ma n ager t o ensure tha t tenants are receiving consistently h igh l evel of ti mely custome r service .
  • Assist Opera t io n s Manager with Tenant Coord in ation work such as e n sur in g Contractors are informed of rules and r eg ul ations, collec t deposit fee and refund process once work i s completed. Co ll ect all necessary documents required as per the Constr u ction Manua l.

6. Reception

• Third back-up to cover reception area .
  • Answer a nd di r ect a ll incoming t e l e ph o n e calls for the Administration Office .
  • Greet visitors com in g to the Adm i nistration Office.
  • Act as communication liaison b e t w e e n c e ntre employees ( security, cleaning , maintenance , HVAC and Administration) and third parties such as customers , calls , t enants , e t c.. by us i ng the two-way radio communicatio n system.
  • Open and direct incoming and outgo i ng mail (via regular mail / cou ri er).
  • Othe r related duties as assigned.

Any other job related duties and/or projects that may be assigned.
MINIMUM REQUIREMENTS
Skills, Knowledge, Experience and Education

• Intermediate working knowledge of MS Office applications
• Previous experience in property management or accounts payables

Core Competencies

• Excellent communication skills (both written and verbal)
• Good organizational skills
• Good analytical skills
• Strong ability to multi-task and work under pressure

ADDITIONAL REQUIREMENTS

• High School Diploma is an asset

Morguard is a fully integrated real estate company. We own, manage and invest in high-quality, well-located, geographically diversified assets across North America. We have built our business with strong leadership and a proven management platform that have generated substantial, risk-adjusted returns \xe2\x80\x93 and significant long-term growth. With more than 40 years of experience and a dynamic team of 1,500 professionals, our commitment is to realize the potential of real estate through value creation and operational excellence.




We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation during any stage of the recruitment process, please notify Human Resources at hrassist@morguard.com or 905 281-5967.



***Subject to legally permissible exceptions or accommodation requests, Morguard requires that all new hires be fully vaccinated, as defined by Public Health, for COVID-19 on their first day of the assignment. Unless a valid Human Rights exemption applies, the vaccine requirement will be a condition of employment with Morguard and you will be required to submit your documented proof of vaccination. Should you require an accommodation as set out by the Human Rights Code , please notify our Human Resources Department at HRAssist@morguard.com , 905-281-5967.***