Admin Services Coordinator

As an Administrative Services Coordinator, you will provide front-line customer service, reception coverage, and administrative support for a Class A commercial office property. This role serves as the first point of contact for tenants, visitors, vendors, contractors, and building stakeholders while supporting the Property Management team with day-to-day operational, financial, and administrative activities..

This is a coverage for an employee on leave

Location: Calgary, AB
Competitive salary
Assignment Duration: 2 months (Strong Possibility of extension)

Hours: 8 - 4:30 M-F

Advantages
Onsite role
Possibility of Extension
Opportunity to gain valuable experience in the organization
Monday to Friday

Responsibilities
Reception & Tenant Services
Serve as the primary reception contact for the Property Management Office.
Greet and assist tenants, visitors, contractors, and vendors in a professional and courteous manner.
Answer, screen, and route incoming telephone calls and inquiries.
Issue visitor passes, maintain visitor logs, and support building access requests.
Respond to routine tenant inquiries and direct requests to the appropriate team members.
Maintain reception, meeting room, and customer-facing areas to a professional standard.

Property Administration
Provide administrative support to the Property Manager and Assistant Property Manager.
Prepare correspondence, tenant notices, reports, meeting minutes, presentations, and general documentation.
Maintain electronic and hard-copy filing systems and property records.
Administer service requests and operational work order tracking.
Create, issue, and manage contractor work permits in accordance with building policies and procedures.
Coordinate tenant communications and follow-up activities.
Maintain contract records, vendor documentation, and certificates of insurance.
Support vendor onboarding and compliance requirements.
Create purchase orders and process invoices through the Yardi Procure to Pay (P2P) system.
Review, code, track, and route invoices for approval in accordance with company policies and procedures.
Monitor purchase order and invoice status, and follow up with vendors and internal stakeholders as required.
Assist with accounts payable administration, expense tracking, and property reporting.
Support operational projects, tenant events, and special initiatives as required.

Financial Administration
Create and manage purchase orders.
Review, code, and process invoices in accordance with company procedures.
Track invoice approvals and follow up with internal stakeholders and vendors as required.
Maintain accurate records relating to property expenses and administrative documentation.
Assist with accounts payable and administrative reporting functions.

Office & Facility Support
Manage office, kitchen, and meeting room supplies.
Coordinate supply orders and vendor deliveries.
Maintain kitchen, meeting rooms, and common areas.
Assist with meeting and conference room setup.
Coordinate catering arrangements and building events as required.

Vendor & Operational Coordination
Communicate with vendors, contractors, and service providers.
Support operational projects and building initiatives.
Assist with scheduling, tracking, and coordination of vendor activities.
Support special projects and tenant engagement events as required.

Qualifications
High School Diploma or GED required.
2-4 years of administrative, reception, property administration, or customer service experience.
Commercial real estate or property management experience is considered an asset.
Experience creating purchase orders, processing invoices, and coordinating vendors.
Strong working knowledge of Microsoft Outlook, Word, Excel, Teams, and SharePoint.
Experience with property management software such as Yardi, Angus, or similar systems is considered an asset.
Strong organizational and time-management skills.
Excellent communication and customer service abilities.
Strong attention to detail and ability to manage multiple priorities simultaneously.

Summary
Are you interested in the Admin Services Coordinator position? Please apply online at Randstad.ca

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [email protected] to ensure their ability to fully participate in the interview process.