Office & Property Administrator (Contract)

About NorthWest Healthcare Properties REITNorthWest is a global real estate investor and asset manager focused on properties and partnerships at the intersection of healthcare, knowledge and research.Founded in 2004 and publicly traded since 2010, NorthWest (TSX: NWH.UN) is a real estate investment trust that owns and operates a $10 billion portfolio of 224 high quality healthcare properties across Canada, the United States, Brazil, the UK, Germany, the Netherlands, Australia, and New Zealand.With more than 300 professionals globally, operating in 7 countries, NorthWest brings a global view, local execution capabilities, and a long-term ownership strategy which allows it to serve as a real estate partner of choice to leading healthcare operators around the world.Position DescriptionThe Office & Property Administrator is the first point of contact for the organization and is responsible for providing front desk reception duties, administrative support to the team, office administration and select property administration tasks, with a primary focus on day-to-day operation of the regional office.The Office & Property Administrator is to provide prompt, reliable and consistent customer service to internal & external stakeholders and is charged with building and nurturing positive, mutually beneficial relationships with tenants. A successful Office & Property Administrator should have a pleasant personality as this is customer service role. The Office & Property Administrator must be able to handle emergencies efficiently and effectively, multitasking and stress management skills are essential for this position.Ultimately, the Office & Property Administrator's duties and responsibilities are to ensure guests are welcomed positively and executes all administrative tasks to the highest quality standards. Knowledge, Skills, and Education Requirements:Minimum two years in reception and/or administration, experience in the commercial real estate industry is considered an asset.High school diploma or equivalent business experience.Detail-oriented, proven organizational skills, and ability to meet deadlines.Self-motivated, professional, and flexible.Outstanding written and verbal communication skills.Ability to provide consistent, exceptional service to all internal and external stakeholders.Proficient in MS Office suite and Adobe, experience with Building Engines or Yardi considered an asset. Key Responsibilities:Receive notification of tenant problems and service requests, liaise with, as required, all members of the team to respond to work order requests in a timely manner, resolve complaints and concerns effectively, and strive for tenant satisfaction to build strong tenant relationships.Administration of tenant maintenance requests using Building Engines to notify building operators based on coverage and availability.Manage all aspects of overtime time sheets and shift coverage for Western region building operators.Manage accurate and timely inputting of all Western Region utility information into ESG platform.Issue purchase orders as requested by Operations team.Coordinate and administer vendor set-up including requests for documentation, EFT, insurance, and follow up on renewal dates.Assist in maintaining current tenant information (including billing and emergency contacts).Office duties may include opening and distributing mail and courier packages, managing outgoing mail and couriers, ordering office/kitchen supplies and switchboard/phone answering for NorthWest Healthcare Properties and back-up in the office to assist other groups/divisions.Manage boardrooms icluding, but not limited to, management of bookings, coordination of any food and beverage requirements for meetings, ensuring boardrooms are always maintained in a clean and orderly fashion, clearing of any debris, used dishes, etc. upon conclusion of meetings.Spot check copy rooms/stations for cleanliness and keep office supplies stocked and organized.Coordinate monthly safety meetings for Western region and assist with OH&S tasks (ie. building safety tours, tracking of safe work procedures & safety policies). Creation & distribution of meeting minutes for safety meetings.Event planning for Western region employee events.Manage petty cash float.Liaise with various head office departments including, but not limited to, IT, Marketing & HR.Vacation and personal day tracking for all Western region employees.Maintain internal vendor and employee contact lists.Other administrative duties as required by the management team.Travel within the Canadian region may be required on occasion. Leasing Real Estate