Operations Administrator, Commercial

About Us

Driven by a passion for detail and a tradition of excellence in design and architecture, Amacon is recognized as one of Canada's most influential real estate development and construction firms. With five decades of development and construction expertise, a precise level of design and craftsmanship is evident in all the homes and commercial developments that Amacon builds.

Position Summary

The Operations Administrator, Commercial is a support role to the Manager of Facilities Maintenance and Tenant Improvements. This role will gain exposure to various parts of the business while providing general support to the Maintenance and Tenant Improvements team. This position requires strong organizational skills, the ability to prioritize, and plays a critical role in ensuring a high level of customer service and communication between property management and operations.

Position Responsibilities

• Prepare and process purchase orders, invoice coding, change orders, contracts, revisions, and related correspondence for Manager review and approval.
• Coordinate work orders, service requests, maintenance dispatch, and follow-up through Yardi, ensuring requests are tracked through to completion.
• Maintain positive relationships with tenants, vendors, contractors, sub-trades, strata, and suppliers.
• Ensure timely responses to inquiries, feedback, or concerns.
• Assist with preparing and maintaining construction schedules, project files, sub-trade and supplier databases, quotation packages, drawing print orders, and related documentation.
• Provide administrative support, including email and file management, preparation of letters and spreadsheets, filing, information requests, and Yardi database entries.
• Assist with vendor compliance requirements, including obtaining and tracking WorkSafeBC clearance letters, insurance certificates, and other required forms from trades and contractors.
• Support capital budget administration by assisting with budget preparation, monitoring expenditures, and preparing basic analysis or summaries
• Assist with building operations coordination, including parking monitoring, dispatching enforcement when required, and supporting access control and HVAC-related administrative tasks.
• Attend site visits as required to support project, maintenance, or tenant improvement coordination.
• Other duties as assigned.

Experience & Qualifications

• Education: University degree or diploma in a relevant field.
• Experience: 1-2 years of administration and/or property management experience.
• Working knowledge of construction, renovations, property operations, or a willingness to learn.
• Self-motivated and able to work independently with minimal direction, using sound judgment to respond to day-to-day issues.
• Strong interpersonal and customer service skills, with the ability to adapt communication style to different audiences.
• Ability to build and maintain cooperative working relationships with internal teams, tenants, vendors, contractors, and other external contacts.
• Strong organizational, problem-solving, and time management skills, with the ability to manage multiple priorities and deadlines in a changing environment.
• Clear and professional verbal and written communication skills, with strong attention to confidentiality, accuracy, spelling, grammar, and punctuation.
• Detail-oriented and analytical, with a focus on producing accurate, high-quality work.
• Basic accounting knowledge, including invoice coding, purchase orders, and expense tracking.
• Valid BC Driver's License and access to a reliable vehicle.
• Proficient in Microsoft Office Suite; experience with Yardi is considered an asset.
  

Additional Information

Amacon is an equal-opportunity employer who offers competitive compensation and benefit programs. This full-time salaried position works 8:30 am - 5:00 pm, Monday through Friday onsite in our downtown Vancouver location.

We thank you for your interest in this position but only those who are short-listed for an interview will be contacted.

Please apply through amacon.com via the link provided:https://amacon.bamboohr.com/careers/499