Regional Facilities & Leasing Specialist

Position Overview

We are seeking an energetic, highly organized customer service focused Regional Facilities & Leasing Specialist to join our Real Estate Team. The ideal candidate will be responsible for the facilities maintenance requests within one particular region, working alongside the Facilities specialist and Director of Facilities. This individual will also have a key responsibility in supporting leasing with follow ups, tracking lease negotiation progress, COI upkeep and help RE with orders for new sites as needed.

If you are passionate about Facilities Management and leasing, while working with a dynamic and in a collaborative team environment, we encourage you to apply for the Regional Facilities and Leasing coordinator position. This role offers the opportunity to make a measurable impact on our retail expansion efforts and contribute to the overall success of our Team.

Key Responsibilities

• Leasing & Administration: Managing lease renewal follow ups for Leasing team, reviewing rental increases, and maintaining lease databases for crucial dates (e.g., expiration, rent commencement).
• Tenant Relations: Serving as the secondary point of contact for tenants regarding day-to-day issues, inquiries, and moving logistics.
• Facilities Management: Coordinating on-demand repairs, maintenance, and capital expenditures.
• Vendor Management: Assigning work orders to contractors, managing relationships, and ensuring compliance.
• Operational Support: Processing invoices, ensuring accurate cost center coding, and preparing property report and providing administrative support as required
• Responds to client inquires and concerns with proactive approach and focus on customer service.
• Ensures timely and quality service delivery to clients.
• Follows up with clients to ensure customer satisfaction.
• Creates work orders and assigns work orders to multiple technicians, subcontractors and vendors.
• Communicates work orders to technicians and assists management in resolving problems.
• Provides reports on open and closed work orders and checks status with the appropriate technician or vendor.
• Maintains files on work orders, proposals, and department shared drives.
• Creates vendor files and checks accuracy on completed paperwork submitted by vendors.
• Trains vendors on work order and billing procedures.
• Processes invoices and track payments.
• Facilities can plan ahead. 

Position Requirements

Education:    University/College Degree in Business Administration, Real Estate, RPA, FMA or PMP an asset. 

Previous Experience:    3-5 years’ of experience in Facilities coordinator role and a multi-site commercial business. Preferable in retail RE setting. 

Required Skills:   

• Proficiency in Facilities Management or ticketing Software such as ServiceNow or Fresh Desk.
• Help oversee the team’s transactions, tracking critical dates and regularly updating clients and colleagues
• Maintain leasing channels to track prospects and business opportunities
• Bring a great attitude in learning the business and local marketplace by attending local business and industry events, networking, and participating in client meetings
• Process executed lease/amendment paperwork, create vouchers, collect pertinent documentation, sending tenant/property eblasts, create market
• Commercial real estate experience preferred
• High proficiency in MS Office Suite (Word, Outlook, Excel, PowerPoint)
• High level of initiative and excellent communications skills, both oral and written
• Ability to work independently as well as collaboratively in a fast-paced, dynamic environment
• Quick learner and flexible with the ability to adapt to change
• Understanding real estate principles and market dynamics is highly desirable 

Key Competencies:    Multi-facility maintenance request, stakeholder management, customer service, leasing coordination

What We Offer

• Competitive compensation package
• Generous paid time off including 10 days vacation and 10 wellness days
• RRSP Matching
• Healthcare and Dental for yourself and dependents
• Access to ongoing training and development
• Corporate discounts through perkopolis and discounted rates to GoodLife Fitness

Equal Opportunities

At HearingLife, we’re committed to fostering an inclusive and diverse workplace. HearingLife Canada is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. Should you require an accommodation throughout the interview process please do not hesitate to reach out to a member of our Talent Acquisition team today.

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