Property Operations Coordinator

You will be responsible for:

1. Accounts Payable & Financial Coordination

Process utility and vendor invoices, including coding and routing through Basware

Track outstanding payables and follow up with vendors for invoice submission

Track and process RDC, Operations and Marketing chargeback, reclasses and accruals in conjunction with Accounting, Property Administration and Property Management

Assist in processing Tenant Allowances along with associated back-up

2. Management Coordination

Assist site teams with event coordination and setup

Aid Tourism and Visitor Experience team with initiatives and administrative support

Record and share meeting minutes and notes form regularly schedule management meetings (monthly briefings) and assist with ad hoc requirements.

3. Tenant Relations & Engagement Administration

Collect and update information related to events, activations and construction activities at the Centre

Assist with tenant bookings of amenity spaces

Support tenant onboarding and communication through the OxComm app

Facilitate maintenance of tenant contact lists and emergency contact records on OxComm

Help coordinate tenant engagement initiatives, events and tenant surveys

4. Documentation, Controls & Process Improvement

Ensure monthly sales data collection, following up with tenants who have not submitted

Proactively gather tenant insurance certificates and ensure compliance

Collect and report annual Certified Sales reports across tenant base

Maintain standardized tenant documentation on OxComm

Ensure document control and digital filing aligns with corporate standards

Identify process inefficiencies and recommend improvements

Assist with cheque deposits and administrative tasks

Required skills & experience:

3+ years of work experience in similar commercial real estate and/or administrative roles

Proficiency with Microsoft Office Suite (Excel, word, PowerPoint, etc.)

Strong working financial knowledge (specifically with invoicing, chargebacks, and accruals)

Demonstrated analytical decision making with the capacity to problem solve

Excellent organizational and time management skills, with a proven ability to prioritize competing demands and consistently meet deadlines in a fast-paced, changing environment

Strong interpersonal skills required to build relationships with tenants and management teams, with a focus on customer service

Preferred skills & experience:

Experience working with both Basware and Concur programs

Strong understanding of commercial real estate operations

A team player mindset and display leadership qualities

A Post secondary education in Business Administration, Property Management, and/or related field