Full job description
Strategic Real Estate Coordinator


Competition Number: 24/140A
Posting Scope: Internal / External
Posted Date: August 27, 2024
Closing Date: September 10, 2024, 4:30 PM PST

Department: Strategic Real Estate
Posting Type: Continuous (Regular Full-Time)
Work schedule: Monday to Friday ( 35 hour work week)
Salary: $39.52 per hour, Pay Grade 10 (under review)
Job Code: 4463
Employee Group: This is a CUPE Local 50 position
Number of Vacancies: 1

Flex
The successful candidate for this vacancy would participate in a modified work week, earning a flex day off each bi-weekly period by working additional time each day. Modified work weeks established in accordance with the CUPE Local 50 Collective Agreement and are subject to change.

Join our dynamic team as the Strategic Real Estate Coordinator and be a part of a department that helps shape the future of our City! We are seeking a dedicated and organized individual to actively support the administrative functions of the Strategic Real Estate Department.

The Strategic Real Estate department administers all aspects of the City’s strategic real estate program and holdings. In particular, the department seeks to maximize the City’s returns from its property holdings and ensures the City has the appropriate real estate portfolio to meet its current and long-terms needs. With a supportive and collaborative work environment, this position is ideal for individuals with office experience who are eager to contribute to our work plan initiatives and day-to-day operations. If you are organized, detail-oriented, and passionate about public service, we encourage you to apply.

POSITION FUNCTION:
Under the guidance of the Director of Strategic Real Estate, this position actively supports the administrative functions of the Strategic Real Estate Department, ensuring the integrity of land and property information for the City aligns with established rules, regulations, policies, and procedures. Responsibilities encompass monitoring and tracking various real-estate initiatives, research, administrative assistance to internal and external stakeholders, and ensuring the confidentiality and retention of important records, files, and correspondence.

KEY DUTIES:

Perform various administrative services to support the operational and administrative success of the Strategic Real Estate department. Support the creation of reports, letters, memos, presentations, and various project initiatives.
Compile and submit payroll time entry, track staff vacation, coordinate travel arrangements, schedule appointments and meetings, procure office supplies, organize professional development activities, and oversee the management of incoming mail and email.
Reconcile purchase cards, manage work orders, and prepare purchase order requisitions.
Monitor and track compliance requirements of commercial tenant agreements; manage and maintain lists, spreadsheets, and track timelines with precision.
Retrieve, compile and disseminate strata property fees, minutes, and depreciation reports.
Perform searches using online systems and internal City Archives, such as Corporate Registry, and Land Title and Survey Authority title searches using knowledge of covenants, encroachments, and strategic rights-of-way.
Retrieve, compile and provide information as requested by internal and external clients.
Manage and maintain paper and digital filing systems in Prospero and SharePoint, and those required by Legislative Services for executing legal agreements.
Assist with the preparation of tender documents, track budget expenditures, accounts receivable and accounts payable.
Operate a variety of office equipment such as multifunctional printers, scanners, copiers and arrange for equipment servicing.
Perform related duties where required.

INDEPENDENCE:

Work is performed in accordance with standard Real Estate industry practices and standard office procedures, under the supervision of the Director. Deviations from established procedures are referred to supervisor.



WORKING CONDITIONS:

Physical Effort:

Sit with arms unsupported while keyboarding (often)



Mental Effort:

Normal



Visual/Auditory Effort:

Focus on a variety of source data and computer for short periods (often)



Work Environment:

Office



KEY SKILLS AND ABILITIES:

Understand and apply the techniques of office administration.
Maintain a high degree of confidentiality.
Deal effectively with the public and outside agencies.
Communicate effectively verbally and in writing.
Working level operation of City software and programs.


QUALIFICATIONS:
Formal Education, Training and Occupational Certification:

Certificate in office administration, paralegal, conveyancing, legal assistance, or related field (8 months).



Experience:

3 years of related experience or an equivalent combination of education and experience.



OTHER:

May be requested to substitute in a more senior position.



To apply for this opportunity, you will need to create an online profile or log back into our career portal at www.victoria.ca/jobs - only online submissions will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications as outlined in your resume.

The City of Victoria is committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.

If you require assistance, please email us at [email protected].


Education : College, CEGEP or other non-university certificate or diploma from a program of 3 months to less than 1 year
Experience : 3 years to less than 5 years
 
You must create an Indeed account before continuing to the company website to apply