Current Opportunities

Tenant Services Coordinator

GWL Realty Advisors is a leading Canadian real estate investment advisor providing comprehensive asset management, property management, development, portfolio management and specialized real estate advisory services to pension funds and institutional and retail clients. As a trusted real estate investment advisor, we are known for strong corporate governance, stewardship of clients’ assets and a commitment to outstanding customer service. We have earned and maintained the trust of our clients by helping them reach their investment goals. GWL Realty Advisors seeks to deliver strong returns for its investors in order to remain the trusted partner for real estate advice and services.

GWL Realty Advisors is a wholly-owned subsidiary of The Great-West Life Assurance Company.

At GWL Realty Advisors, trust, accountability and recognition are the cornerstones that have created our unique and rewarding high-performance culture.

Thank you for your interest in joining the GWL Realty Advisors team. Successful candidates whose skills and interests fit the opportunity will be contacted.

Reporting to the Senior Property Manager, the successful candidate will fill the full-time position of Tenant Services Coordinator for a series of buildings in downtown Toronto.

The primary responsibility of this role is to serve as the key front line contact to both internal and external customers, delivering prompt and consistent service and maintain an efficient flow of information and documentation within the Property Management office.

In this role, you will:

• Answer all incoming telephone calls, including tenant service requests; issue to Building Operators and/or service providers via work order system
• Manage the front desk reception and greet all visitors
• Manage and maintain the Angus Tenant Related Work Order and Building Preventative Maintenance Work Order System; including generating work orders, monthly tenant billables, purchase orders and  other related reports in a timely manner
• Develop and maintain an effective line of communication; liase with the Property Management group, Tenants, Contractors, and staff, providing administrative support as required 
• Administer the property work permit process; oversee work coordination, scheduling extra site services for tenants, contractors, construction services, security, communication contractors and site staff as required
• Manage tenant and contractor insurance certificate program
• Maintain tenant and contractor contact information 
• Engage in routine correspondence and issue Tenant Advisory Notices 
• Handle internal office IT inquiries, office equipment inventory
• Manage tracking for staff vacation, sick days and overtime billing
• Prepare corporate reports; including BCP, Pandemic, Corp. Compliance, Fixtures and Chattels
• Administer National Programs, i.e. WPS, Archidata, Life Safety training (Fire Wardens); coordinate and record tenant and staff training
• Manage content of web based building applications and building website
• Provide administrative assistance in updating standard building forms and manuals
• Manager events coordination, create annual event calendar and budget for sites, 
• Coordinate new tenant welcome package, and move in and out site team checklist
• Assist with Tenant Satisfaction Surveys, summarize results and Tenant Satisfaction Action Plan
• Create quarterly newsletters, and site posters, 
• Ensure proper file management and archive of files
• Back up to Sr. Property Administrator as required
• Assist with Coordinating Property Services Contracts that require tenant coordination ie. Janitorial, Pest Control, Sanitary Disposal, Carpet Cleaning, Window Cleaning
• Other duties, administrative assistance as required

We’ll want to hear from you if you:

• Have relevant post secondary education 
• Have a minimum of two years office related experience; previous experience in Property Management and/or Real Estate is an asset
• Are proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint) and other property management applications (Angus Maintenance Management system / Angus Anywhere program)
• Are knowledgeable of, and have an interest/aptitude for legal documents (i.e. lease, storage and parking agreements)

During our interview, we’ll ask you to tell us about your:

• Excellent customer service skills, including an authentic and empathetic interest  providing exceptional customer service with a cheerful and polite disposition
• Proven organizational and multi-tasking skills
• Ability to work both independently and as part of a team
• Ability to listen well, process and critically evaluate information, and carry out direction effectively; able to make effective decisions quickly
• Ability to deal with confidential/sensitive issues using discretion
• Strong communication skills both written and oral
• Proactive work style; willingness to complete various administrative tasks, flexibility with job duties
• Self motivated, professional and flexible attitude

Location:Toronto, ON
Date Posted: 7/2/2014
Job Type: Permanent