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Administrative Assistant - Calgary

Calgary, Alb

Posted: 01/09/2026 Employment Type: Full-Time Specialization: Administrative Job Number: 34453 Salary / Pay Rate: $50,000.00 - $60,000.00 per year

Job Description

Title: Administrative Assistant - 10 Month Contract (with potential for extension), Property Management
Reports to: Senior Property Manager, Property Management
Location: Calgary, Alberta
Salary: $55,000

Our top client in the Real-Estate sector is seeking a polished Administrative Assistant to join their growing Property Manager team on a CONTRACT basis! Ideally this individual comes from the real-estate sector. Open to outside the sector as well! This is 5x a week Westbrook Mall, Calgary 830-5pm Monday to Friday. Please note, there are no additional benefits, vacation etc., as this is a contract position. The team does provide for the length of the contract half day Fridays off during the summer season! If this sounds like you or someone you know, please apply to the posting or email your resume to me directly, cfinnegan@recruitinginmotion.com

Responsibilities:
  • Tenant liaison and front-line coordination of day-to-day tenant requests and follow up in a timely and professional manner including entering and dispatching work tickets in the Prism system.
  • Assist with collection of tenant information, including phone numbers, contact names and emergency contact information.
  • General office management such as maintaining supplies, record keeping systems and related correspondence filing, banking and reception duties.
  • Review and print related monthly accounts receivable reports and provide updates to notes and reflect updates as directed.
  • Collect and record insurance certificates for tenants, contractors and vendors and update in tenant files and MRI.
  • Assist with collection of gross sales reports from Tenants and ensure sales are recorded in MRI monthly.
  • Complete new vendor set-up forms and provide all applicable back-up.
  • Contact tenants on a regular basis to ensure prompt payments of rent and miscellaneous invoices.
  • Provide late letters / default letters to Tenants as required.
  • Review, prepare and code all invoices; download and maintain records of utility invoices.
  • Submit invoices for approval in a timely fashion and ensure that the appropriate signatures are obtained and create PO’s in a timely fashion.
  • Assist with completion / review of PAD adjustments monthly.
  • Assist with various marketing projects as directed, such as holiday promotions, and short-term tenant coordination.
  • Responsible for the upkeep and naming of folders as tenant files as per naming guidelines.
  • Work closely with the Operations Manager, Property Management assisting with distribution of memos and tenant notices relating to property operations.
  • Assist with other duties as required, such as year end and RAN packages
  • Other duties as assigned.

AI may be used to support certain administrative aspects of our recruitment process.
However, all applications and resumes are reviewed by qualified human reviewers, and all
screening and hiring decisions are made solely by the hiring team.
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