Administration - Admin Services Coordinator - Level 2

Title: Admin Services Coordinator
Duration: 2 months
Schedule: 8 AM - 4:30 PM (M-F On-site)
Location: Calgary-420 - 2nd Street SW

Summary:

• As an Administrative Services Coordinator, you will provide front-line customer service, reception coverage, and administrative support for Class A commercial office property.
• This role serves as the first point of contact for tenants, visitors, vendors, contractors, and building stakeholders while supporting the Property Management team with day-to-day operational, financial, and administrative activities.
• The successful candidate will be highly organized, customer-focused, and capable of managing multiple priorities in a fast-paced environment.
  

What You'll Do:

Reception & Tenant Services:

• Serve as the primary reception contact for the Property Management Office.
• Greet and assist tenants, visitors, contractors, and vendors professionally and courteously.
• Answer, screen, and route incoming telephone calls and inquiries.
• Issue visitor passes, maintain visitor logs, and support building access requests.
• Respond to routine tenant inquiries and direct requests to the appropriate team members.
• Maintain reception, meeting room, and customer-facing areas to a professional standard.

Property Administration:

• Provide administrative support to the Property Manager and Assistant Property Manager.
• Prepare correspondence, tenant notices, reports, meeting minutes, presentations, and general documentation.
• Maintain electronic and hard-copy filing systems and property records.
• Administer service requests and operational work order tracking.
• Create, issue, and manage contractor work permits in accordance with building policies and procedures.
• Coordinate tenant communications and follow-up activities.
• Maintain contract records, vendor documentation, and certificates of insurance.
• Support vendor onboarding and compliance requirements.
• Create purchase orders and process invoices through the Yardi Procure to Pay (P2P) system.
• Review, code, track, and route invoices for approval in accordance with company policies and procedures.
• Monitor purchase order and invoice status and follow up with vendors and internal stakeholders as required.
• Assist with accounts payable administration, expense tracking, and property reporting.
• Support operational projects, tenant events, and special initiatives as required.

Financial Administration:

• Create and manage purchase orders.
• Review, code, and process invoices in accordance with company procedures.
• Track invoice approvals and follow up with internal stakeholders and vendors as required.
• Maintain accurate records relating to property expenses and administrative documentation.
• Assist with accounts payable and administrative reporting functions.

Office & Facility Support:

• Manage office, kitchen, and meeting room supplies.
• Coordinate supply orders and vendor deliveries.
• Maintain kitchen, meeting rooms, and common areas.
• Assist with meeting and conference room setup.
• Coordinate catering arrangements and building events as required.

Vendor & Operational Coordination:

• Communicate with vendors, contractors, and service providers.
• Support operational projects and building initiatives.
• Assist with scheduling, tracking, and coordination of vendor activities.
• Support special projects and tenant engagement events as required.
  
  

Job Requirements:

• High School Diploma or GED required.
• 2-4 years of administrative, reception, property administration, or customer service experience.
• Commercial real estate or property management experience is considered an asset.
• Experience creating purchase orders, processing invoices, and coordinating vendors.
• Strong working knowledge of Microsoft Outlook, Word, Excel, Teams, and SharePoint.
• Experience with property management software such as Yardi, Angus, or similar systems is considered an asset.
• Strong organizational and time-management skills.
• Excellent communication and customer service abilities.
• Strong attention to detail and ability to manage multiple priorities simultaneously.

Interview Details:

• Interview process: 1 virtual and/or 1 in-person

Applicant Notices & Disclaimers

• For information on benefits, equal opportunity employment, and location-specific applicant notices, click here

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. The pay rate for this position is C$22.69/hr.