Property Coordinator

Company: Royop Development Corporation

Job Type: Full-Time, Permanent

Position: Property Coordinator, Sherwood Park Mall

Division: Property Management

Department: Sherwood Park Mall

City: Sherwood Park and Alberta Area

WHO WE ARE:

Royop is a leading commercial real estate development company based in Calgary, with over 60 years of experience delivering innovative and sustainable projects across Alberta.

Recognized as one of Canada’s Best Managed Companies by Deloitte, we pride ourselves on fostering a collaborative culture, building strong relationships, and empowering our team to achieve excellence. Join us and be part of a company committed to growth, community, and lasting impact.

SUMMARY OF THE ROLE:

Reporting to the General Manager, the Property Coordinator provides administrative, operational, agreement, reporting, and reception support for Sherwood Park Mall and Royop’s property management team. This role acts as a key point of contact for tenants, guests, vendors, non-profit groups, stakeholders, and internal teams, helping ensure communication, documentation, agreement tracking, tenant filing, meeting follow-up, and office coordination are handled accurately and professionally.

The Property Coordinator is organized, proactive, customer-focused, and comfortable balancing front-line service, property administration, specialty leasing support, marketing agreement support, storage agreement administration, and cross-department collaboration in a busy shopping centre environment.

WHAT YOU’LL DO:

Reception & Stakeholder Support

• Proactively cover and manage front reception and day-to-day office administration for the property management office.
• Greet and assist external and internal stakeholders in a calm, professional, and welcoming manner.
• Answer incoming calls, respond to general inquiries, route calls and messages appropriately, and support professional communication across the property.
• Manage voicemail greetings and messages, including forwarding voicemails, returning calls, and updating greetings during closures, holidays, or operational changes.
• Receive, date stamp, prioritize, and distribute incoming mail, and arrange outgoing mail and courier deliveries as required.
• Act as a helpful resource and contact for tenants, guests, vendors, contractors, non-profit groups, and internal teams by providing accurate information and timely follow-up.

Specialty Leasing, Marketing Agreement, & Storage Agreement Support

• Support the drafting, preparation, formatting, circulation, and filing of specialty leasing agreements, marketing agreements, and storage agreements using approved templates and direction from the appropriate manager.
• Track all specialty leasing agreements and storage agreements, including status, required information, execution progress, expiry dates, insurance requirements, documentation, and follow-up items.
• Coordinate agreement execution by following up on outstanding signatures, required tenant or licensee information, insurance documentation, and supporting materials.
• Save completed copies of fully executed agreements and supporting documents in the appropriate tenant, licensee, storage, or property folders.
• Maintain accurate agreement logs and communicate updates to the General Manager, Marketing & Specialty Leasing Manager, Leasing, Accounting, Operations, and other internal stakeholders as required.
• Support tenant, licensee, vendor, and non-profit communication related to agreement documentation, access, timing, set-up requirements, and general property requirements.

Property Administration & Documentation

• Prepare, edit, format, and maintain presentations, reports, documents, notices, correspondence, tracking sheets, and other property-related materials as required.
• Maintain central filing systems and Royop’s electronic files for Sherwood Park Mall, ensuring records are organized, current, and easy to retrieve.
• Photocopy, scan, fax, file, and distribute documents while maintaining accuracy, confidentiality, and strong document control practices.
• Follow up on required document submittals, approvals, signatures, tenant information, vendor documentation, and other outstanding administrative items.
• Track late opens and related tenant follow-up items, escalating recurring or unresolved issues to the appropriate manager as required.
• Support property reporting, tenant communications, and administrative workflows that help the Property team operate efficiently.

Accounting & System Administration Support

• Collect, track, and verify tenant insurance documentation and follow up on missing or incomplete information as needed.
• Monitor and track late opens as reported by security.
• Assist with lease, vendor, tenant, agreement, and accounting documentation by ensuring records are complete, accurate, and filed appropriately.
• Support the Property Administrator with Yardi functions as needed and act as a back up to issue Pos and code GLs in their absence.

Meetings, Calendars, & Team Coordination

• Prepare team travel arrangements, organize and schedule meetings, coordinate meeting logistics, and maintain calendars and schedules as required.
• Take meeting minutes during weekly team meetings, capture key discussion items and action items, and circulate or file meeting notes as required.
• Collect department hours from supervisors for payroll reporting where required, ensuring information is submitted accurately and on time.
• Support meeting preparation by preparing agendas, materials, notes, action items, and follow-up communication as needed.
• Coordinate with Operations, Leasing, Marketing, Accounting, Security, Cleaning, tenants, vendors, contractors, and non-profit partners to support timely information flow and action tracking.

Office Coordination, Events, & Supplies

• Assist in the coordination and planning of property events, tenant initiatives, community activities, meetings, non-profit activations, and special projects as required.
• Act as a property contact for non-profit groups by helping coordinate required information, documentation, scheduling, communication, and internal follow-up.
• Order, manage, and monitor office supply inventory, replenish supplies as required, and help keep shared office areas organized and functional.
• Support onboarding, orientation, and day-to-day office needs by helping ensure the team has the information, supplies, and administrative support required.
• Identify opportunities to improve administrative processes, communication, filing, tracking, and office coordination.

Culture, Health & Safety, & Collaboration

• Champion Royop’s organizational culture, employee policies, and values in day-to-day interactions with tenants, guests, vendors, stakeholders, non-profit groups, and colleagues.
• Actively participate in Royop’s Health and Safety Program and support safe, professional office and property practices.
• Maintain confidentiality and discretion when handling sensitive property, tenant, employee, vendor, agreement, accounting, and business information.
• Provide administrative and coordination support to other departments as requested.
• Complete other duties as assigned.

WHAT YOU’LL HAVE:

Qualifications & Technical Skills

• 3+ years of administrative experience in a medium-sized organization, preferably within commercial real estate, property management, retail, construction, hospitality, or a related environment.
• A degree, diploma, or certificate in business administration, office administration, property administration, or a related field is preferred.
• Intermediate to advanced proficiency with Microsoft Office, including Outlook, Word, Excel, and Adobe Acrobat Pro.
• Working knowledge of ERP or property management software is an asset; experience with Yardi is preferred.
• Experience supporting agreement preparation, document control, filing, tracking logs, tenant folders, or lease administration is an asset.
• Strong verbal and written communication skills with the ability to interact professionally with tenants, guests, vendors, contractors, stakeholders, non-profit groups, and internal teams.
• Strong organizational, analytical, and follow-up skills with a high level of accuracy and attention to detail.
• Ability to manage multiple priorities, maintain confidential information, meet deadlines, and support a fast-paced property management office.
• Comfortable supporting Accounts Payable, tenant documentation, sales reporting, insurance tracking, filing, scheduling, meeting minutes, agreement tracking, and general office administration.
• An eagerness to champion and promote Royop’s organizational culture and values.

Human Skills

• A professional approach in attitude, appearance, and demeanor, paired with strong motivation, flexibility, and a genuine desire to be a positive, enthusiastic team player.
• The ability to communicate clearly and professionally, build strong working relationships, and navigate conflict with effective resolution skills.
• You roll up your sleeves and dive in; heck, they’re already rolled up! A busy day is a good day, especially when you're empowered in your role and backed by a solid team.
• You pivot with ease: shifting priorities and embracing change is second nature.
• You bring passion and heart to everything you do, jumping in with both feet.
• You’ve got great “bow-tying” skills: you enjoy wrapping up projects neatly and delivering polished results.

WHO YOU’LL WORK WITH:

• With real people who truly value you and the culture you work in.
• For one of Alberta’s longest-standing real estate development companies, celebrating over 60 years of excellence.
• Alongside passionate people who genuinely love what they do.
• Within a network of colleagues who have your back and will match your commitment to success.
• Among folks who believe that strong relationships are the cornerstone of our business.
• And as part of one of Canada’s Best Managed Companies, recognized by Deloitte, where leadership and teamwork fuel our continued success.

WHERE YOU’LL WORK:

• Working out of our Sherwood Park Mall during regular business hours (8:30 AM to 4:30 PM).
• Flexibility with occasional personal appointments and commitments.
• Some out of town or offsite travel may be required from time to time.
• This job requires the individual hired to maintain the ability to work from a remote location during pandemic related situations by having access to a proper working computer and a secure and strong internet connection. Royop will provide the means to log onto our work systems.

THE PERKS:

• Competitive compensation package with industry-benchmarked salaries and bonus potential.
• Comprehensive health, dental, and vision coverage.
• Health & Wellness Spending Account to support your physical and mental well-being.
• Employee Assistance Program (EAP) providing confidential 24/7 support for mental health, professional and personal well-being.
• Maternity, paternity, and parental leave top-up benefits for you and your growing family.
• Extended winter holidays to spend time with loved ones or take that trip you have been putting off.
• An Annual paid Volunteer Day Off to support your personal philanthropic passions and community involvement.
• Early office closures before long weekends.
• Structured mentorship and training designed to foster your learning and development during the first six months and beyond.
• Education reimbursement available after one year to further your professional development.
• A designated Social Committee that organizes fun and inclusive events throughout the year.

We feel the experience of working with Royop is second-to-none. We value the little details that comprise the day-to-day which allow us to develop top-quality mixed-use developments or construct one of the largest outdoor malls in the West at Township or managing three million square feet of some of the best-in-class assets across Alberta and Western Canada.

If you’re ready to find solid ground, feel valued, and join a fast-paced team of experts then submit a copy of your resume to Daniel Fraser, General Manager at Sherwood Park Mall: [email protected].

At Royop, we embrace the unique, individual diversities of the people that make up our team. We know that our diversities have and will continue to contribute to our success as one of the longest standing real estate development companies in Alberta. We are committed to always embodying these values through our recruitment processes, how we work together, and how we interact with our broader communities. Royop is an equal opportunity workplace and hires the best qualified candidate for the job regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.