As an Administrative Services Coordinator, you will provide front-line customer service, reception coverage, and administrative support for 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.
The successful candidate will be highly organized, customer-focused, and capable of managing multiple priorities in a fast-paced environment.
What You'll Do:
Reception & Tenant Services:
Serve as the primary reception contact for the Property Management Office.
Greet and assist tenants, visitors, contractors, and vendors professionally and courteously.
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.
Job Requirements:
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.
Interview Details:
Interview process: 1 virtual and/or 1 in-person
Applicant Notices & Disclaimers
For information on benefits, equal opportunity employment, and location-specific applicant notices, click here
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.The pay rate for this position is C$22.69/hr.
