Property Administrator

Rivn Group is a Calgary-based real estate investment and management firm focused on disciplined ownership, operational precision, and capital-efficient value creation. We operate a growing portfolio of office buildings in the Beltline and Downtown Calgary and manage them directly with a hands‑on owner-operator mindset.

Rivn Group is a Calgary-based real estate investment and management firm focused on disciplined ownership, operational precision, and capital-efficient value creation. We operate a growing portfolio of office buildings in the Beltline and Downtown Calgary and manage them directly with a hands‑on owner-operator mindset.

The Property Administrator supports the team in the day-to-day administration, financial coordination, and tenant communication of Rivn’s portfolio.

This role is critical to keeping operations organized, responsive, and accurate. You will act as the central coordination point for tenant requests, documentation, invoicing, and reporting, ensuring that nothing falls through the cracks.

This is an ideal role for someone who is highly organized, detail-oriented, and looking to grow within commercial real estate operations.

• Act as a first point of contact for tenant inquiries and service requests.
• Log, track, and follow up on tenant issues to ensure timely resolution.
• Coordinate tenant communications, notices, and building updates.
• Assist with tenant move-ins, move-outs, and documentation.

• Maintain organized records for leases, contracts, insurance certificates, and building documentation.
• Support the Property Manager with day-to-day coordination of operations.
• Track work orders, service requests, and contractor activity.
• Assist in preparing reports, presentations, and internal documentation.

• Process and code invoices accurately; maintain proper documentation.
• Assist with accounts payable and receivable tracking.
• Support rent roll updates, billing coordination, and collections follow-up.
• Assist in preparing monthly reporting and variance summaries.

• Assist with maintaining leasing files and documentation.
• Help ensure vacant suites are properly documented and tracked.
• Support preparation of leasing materials and data requests.

• Maintain vendor records, contracts, and insurance certificates.
• Assist with obtaining quotes and tracking service agreements.
• Coordinate scheduling and documentation for contractor work.
• Ensure all documentation is current and properly filed.

• Maintain accurate data within property management and accounting systems.
• Help improve internal processes, templates, and tracking systems.
• Ensure consistency across files, naming conventions, and reporting.

• 2–5 years of experience in property administration, real estate, or administrative roles.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with G-Suite (Gmail, Docs, Sheets).
• Ability to manage multiple priorities in a fast-paced environment.

• Experience in commercial property management.
• Familiarity with Yardi, Buildium, Quickbooks, or similar systems.
• Basic accounting or bookkeeping experience.
• Understanding of leases, rent rolls, or property operations.
• Interest in growing into property management or asset management.

• Work directly with ownership and leadership on many aspects of commercial real estate.
• Broad experience across operations, leasing, and financial management.
• Opportunity to grow into an assistant property manager role.
• Entrepreneurial environment with room for professional growth.