Commercial Property Administrator and Leasing Coordinator

About the Company

Onni has been building communities for people to live, work, and play for over half a century. The company is committed to quality construction, innovation, sustainability, and customer satisfaction, operating across North America with offices in Vancouver, Toronto, Los Angeles, Seattle, Phoenix, and Chicago.

• Prepare and follow up with various correspondence
• Follow up on telephone & email inquiries and respond as appropriate
• Schedule and coordinate calendar appointments
• Prioritize & manage multiple projects simultaneously, and follow through to completion
• Assist with reviewing documents & reports and follow up with outside parties as required
• Manage & perform reconciliations for company credit cards
• Compile and prepare reports as required for senior leadership
• Prepare meeting agendas and minutes from meetings
• Assure discreet handling of all departmental business

• Set up RFPs, change orders, contract templates, and other project documents required to ensure smooth execution of a project
• Input required information into contract templates and issue to vendors for execution
• Coordinate drawings/proposals for pricing and record quotes once received
• Put together budgets and job cost details as required for a project
• Collect, maintain, and organize TI/Capital Improvement documentation, including engineer/architect/consult reports
• Issue/collect approved contracts/purchase orders and organize once received
• Collect, organize warranties/manuals, close‑out documents from trades and file for records and handover to tenants
• Assist in the preparation of annual budgets, forecasts, monthly reports, and variance reports
• Assist with A/R and A/P reconciliations and coding
• Assist with accounts receivable and accounts payable, including collection of rent, accruals, payment of expenses, common area maintenance estimates, reconciliations, compliance with lease terms, and preparation of all related documentation
• Respond to tenant requests and needs and coordinate with the Property Management Team to resolve issues
• Schedule and facilitate maintenance with vendors and tenants
• Document and track all certificates of insurance from vendors and tenants
• Maintain accurate and pertinent information for vendors and tenants
• Prepare correspondence and memos to tenants and vendors
• Establish and maintain positive relationships with internal and external tenants and vendors
• Maintain all lease and property‑related files
• Liaise between Property Management, Leasing, and Construction departments to ensure smooth transitions and flow of information
• Draft and review various building and lease‑related contracts, including service and parking agreements
• Schedule and coordinate meetings and tenant events
• Take and organize meeting minutes as required

• Act as the primary point of contact for tenant inquiries related to lease terms, billing, and other leasing matters
• Address tenant concerns and coordinate with relevant departments to resolve issues promptly
• Organize and manage internal and external meetings
• Draft documents such as leases, extensions, renewals, or modifications from templates
• Maintain an up‑to‑date and accurate database of lease agreements and tenant information
• Manage industry association sponsor ships such as NAIOP, CREW, etc.
• Prepare and organize marketing materials, brochures, signage, and coordinate photographers
• Book travel as necessary
• Plan and organize internal and external events

• Experience supporting senior management/executive level is an asset
• Bachelor’s degree in Business Administration, Real Estate, or a related field preferred
• Strong knowledge of MS Office, including Word, Excel, PowerPoint, Outlook, and Share Point
• Upbeat, positive, outgoing, personable, and able to relate well with diverse groups
• Demonstrated commitment to completion of projects on a timely basis
• Excellent verbal, written, and keyboard skills and organizational skills
• Expert‑level written and verbal communication
• Experience in Real Estate, Finance, Construction, Property Management, Leasing, or…