Job Description
A Regional Commercial Real Estate Property Management and Brokerage firm is currently seeking a Administrative Facilities Coordinator to join their dynamic team.
This position represents an exceptional opportunity for those looking to jump-start or further excel in their real estate career, as you will have the chance to participate in various areas of real estate under the guidance and support of our Property Management division.
In this role, you will handle a diverse range of administrative and executive support tasks, requiring the ability to work independently with a high attention to detail. The ideal candidate will be integral to the smooth running of our operations, managing vendor information, coordinating property maintenance, ensuring contractual compliance, and more. We're seeking someone who thrives on organization, flexibility, and the unique administrative challenges that come with supporting a growing real estate portfolio. If you're eager to learn, grow, and make a meaningful impact, we'd love to hear from you.
The Facilities Coordinator position entails, but is not limited to, the following duties, tasks, and responsibilities:
• Managing emails for Operations Manager/Property Manager.
• Answer Tenant and calls and respond to Tenant and Vendor emails.
• Communicate consistently and effectively with tenants via email and phone, providing updates on various portfolio projects including Tenant notices and advertisements.
• Manage and update vendor and operational information meticulously in spreadsheets and across various documents.
• Maintain a schedule of contracts to be renewed.
• Assist with property management, including the coordination of maintenance and repairs, resolution of tenant issues, and scheduling of contractors and vendors.
• Review and validate contracts meticulously to ensure vendors complete assigned work.
• Collaborate with the Operations Manager to assign parking and supervise parking enforcement vendors like Indigo, Impark, and Precise Parklink.
• Facilitate information exchange with vendors post-RFP issuance, ensuring they have everything needed to meet requirements.
• Organize annual fire safety tests in collaboration with vendors and tenants, maintaining safety standards.
• Actively participate in insurance renewals and coordinate yearly insurance risk assessments.
• Coordinate utilities setup for tenant move-outs, ensuring a seamless transition.
• Access Control Management - Keyscan and Kantech software management including but not limited to creating fobs and editing access times.
• Monitor security camera functionality, ensuring constant operation, and retrieve footage as required.
• Manage keys for all managed buildings, including rekeying units during tenant turnover.
• Support the Operations Manager in ensuring elevator maintenance is up-to-date and ADERSA certified.
• Schedule and monitor recurring maintenance activities such as HVAC quarterly inspections, keeping all systems in optimum condition and ensuring physical and digital records are accurately filed.
Qualifications:
• At least 2 years of experience in Commercial Real Estate Operations or a similar role.
• At least 2 years of experience in Facilities Management.
• Kantech and Keyscan software management experience would be considered an asset.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite, including Excel.
• Strong organizational and time-management skills.
• Knowledge of commercial property management and real estate industry is a plus.
If you meet the above requirements and are interested in this exciting opportunity, please submit your resume for consideration.
Job Types: Full-time, Permanent
Pay: $55,000.00-$70,000.00 per year
Benefits:
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
Flexible language requirement:
• French not required
Schedule:
• Monday to Friday
Ability to commute/relocate:
• Calgary, AB T2V 2X5: reliably commute or plan to relocate before starting work (required)
Education:
• Secondary School (preferred)
Experience:
• Administrative Property Management Support: 3 years (required)
• Access Control Management: 2 years (required)
• Facilities Management: 4 years (required)
Work Location: In person
Expected start date: 2026-08-30
This position represents an exceptional opportunity for those looking to jump-start or further excel in their real estate career, as you will have the chance to participate in various areas of real estate under the guidance and support of our Property Management division.
In this role, you will handle a diverse range of administrative and executive support tasks, requiring the ability to work independently with a high attention to detail. The ideal candidate will be integral to the smooth running of our operations, managing vendor information, coordinating property maintenance, ensuring contractual compliance, and more. We're seeking someone who thrives on organization, flexibility, and the unique administrative challenges that come with supporting a growing real estate portfolio. If you're eager to learn, grow, and make a meaningful impact, we'd love to hear from you.
The Facilities Coordinator position entails, but is not limited to, the following duties, tasks, and responsibilities:
• Managing emails for Operations Manager/Property Manager.
• Answer Tenant and calls and respond to Tenant and Vendor emails.
• Communicate consistently and effectively with tenants via email and phone, providing updates on various portfolio projects including Tenant notices and advertisements.
• Manage and update vendor and operational information meticulously in spreadsheets and across various documents.
• Maintain a schedule of contracts to be renewed.
• Assist with property management, including the coordination of maintenance and repairs, resolution of tenant issues, and scheduling of contractors and vendors.
• Review and validate contracts meticulously to ensure vendors complete assigned work.
• Collaborate with the Operations Manager to assign parking and supervise parking enforcement vendors like Indigo, Impark, and Precise Parklink.
• Facilitate information exchange with vendors post-RFP issuance, ensuring they have everything needed to meet requirements.
• Organize annual fire safety tests in collaboration with vendors and tenants, maintaining safety standards.
• Actively participate in insurance renewals and coordinate yearly insurance risk assessments.
• Coordinate utilities setup for tenant move-outs, ensuring a seamless transition.
• Access Control Management - Keyscan and Kantech software management including but not limited to creating fobs and editing access times.
• Monitor security camera functionality, ensuring constant operation, and retrieve footage as required.
• Manage keys for all managed buildings, including rekeying units during tenant turnover.
• Support the Operations Manager in ensuring elevator maintenance is up-to-date and ADERSA certified.
• Schedule and monitor recurring maintenance activities such as HVAC quarterly inspections, keeping all systems in optimum condition and ensuring physical and digital records are accurately filed.
Qualifications:
• At least 2 years of experience in Commercial Real Estate Operations or a similar role.
• At least 2 years of experience in Facilities Management.
• Kantech and Keyscan software management experience would be considered an asset.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite, including Excel.
• Strong organizational and time-management skills.
• Knowledge of commercial property management and real estate industry is a plus.
If you meet the above requirements and are interested in this exciting opportunity, please submit your resume for consideration.
Job Types: Full-time, Permanent
Pay: $55,000.00-$70,000.00 per year
Benefits:
• Dental care
• Disability insurance
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
Flexible language requirement:
• French not required
Schedule:
• Monday to Friday
Ability to commute/relocate:
• Calgary, AB T2V 2X5: reliably commute or plan to relocate before starting work (required)
Education:
• Secondary School (preferred)
Experience:
• Administrative Property Management Support: 3 years (required)
• Access Control Management: 2 years (required)
• Facilities Management: 4 years (required)
Work Location: In person
Expected start date: 2026-08-30
💡 Quick Summary
Seeking a career-building opportunity? The Facilities Administrative Coordinator position is now open for candidates interested in the Office Assistant Jobs sector. This role in Calgary offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Office Assistant Jobs is a plus.