Calgary - 225 6th Avenue SW, Suite 1210
At Brookfield Properties, our global network and relationships are here for our tenants and partners — wherever they are in the world. Where going to work never feels routine. We integrate commercial real estate with world-class shops, restaurants, and entertainment, creating spaces where work and play don’t just coexist, but thrive. If you’re ready to be a part of our team, we encourage you to apply.
This position is responsible for performing full administrative duties of a standard nature for the Construction Services Department and ensuring smooth and efficient operation in accordance with the tenant and owner's expectations. The incumbent will require an overall understanding of the supervisor.
Prepare department meeting minutes and distribute project status updates.
Redirect and/or answer routine correspondence not requiring the supervisor’s attention and initiate follow-up action.
Process all invoices for the department and review for correct billing addresses, progress billing totals, and disbursement backup. Request invoice revisions from vendors when corrections are required.
Create purchase orders for the Department.
Create and update vendor records in Yardi.
Manage Cost Summaries and prepare Construction fee invoices.
Collect, review, and assemble project close-outs.
Accurately prepare CCDC contracts and distribute them through DocuSign.
Create and update departmental Templates.
Coordinate the Capital Budget planning process for all Western Region buildings, including the scheduling of meetings, recording of meeting minutes, and maintaining Excel spreadsheets, and Capital TeamSite pages. Assist with the review of budget spreadsheets.
Enter Capital Budgets for Western Region Portfolio into Yardi Construction Manager and assist in preparing accurate 10-year Capital reports to Asset Management. Make changes to the 10-year plans as directed throughout the budget season. Assist in providing finalized 10-year Capital Plans to the properties.
Assist in updating the Tenant Design & Construction Manuals.
Assist with job cost management, including job creation, forecasting the preparation of reports.
Assist in the preparation of Tenant Leasehold Improvement Allowance Requests.
Work permit coordination: Prepare and maintain work permits, including review of insurance certificates and WCB letters.
Other duties as assigned.
SERVICE/PERSONAL SKILLS: Strong admin skills, detail-oriented, and understanding of basic accounting methods.
The ideal candidate is a confident self-starter with exceptional communication, organization, willingness to learn and grow, and strong interpersonal skills. The successful candidate should be able to work with moderate direction and take ownership of assigned tasks. They should be resourceful with a demonstrated ability to assess and understand complex issues, identify required actions, and improvise where necessary. Strong service orientation, time management skills, and the ability to multi-task would be an asset.
Three to Five years of related experience in a corporate/department administrative role. Previous experience in property management or construction administration is an asset.
Grade 12 or University education preferred.
Post-secondary education in a related field is an asset.
Strong working knowledge of Microsoft Office is required including advanced skills in Word and intermediate to advanced skills in Excel, PowerPoint, and Outlook. Experience working with Yardi or similar property management accounting software is required.
We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.