Property Administrator

Description

The Property Administrator reports to the Property Manager. The Property Administrator provides the Property Manager with administrative and building operations support, as directed. The Property Administrator is responsible for keeping the Property Manager always informed, seeking guidance and direction as appropriate.

• Process invoices including matching, coding invoices to comply with budget schedules, and compiling and verifying batches
• Read and understand leases to ensure accurate information is received and maintained
• Co-ordinate and supervise all contracts, including periodic reviews of all service contracts (ie: maintain up-to-date contract log, assist with tendering, verify invoices match contract pricing and PO’s)
• Record, update, and maintain insurance coverage for all tenants and contractors
• Perform a wide variety of administrative duties including word processing, filing, photocopying, scheduling appointments, answering phone, receiving guests, etc.
• Process all cheques, invoices, and related reports and systems within Yardi accounting software
• Monitor, track and ensure payment for all vacant unit utility accounts
• Ensure excellent tenant relations and strong customer service
• Assist as needed in the development and preparation of a variety of budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facilities
• Complete all administrative functions relating to property management as specified
• Prepare and issue purchase orders. Reconcile purchase orders against invoices
• Responsible / accountable for rent collection, cheque posting, and application of monies to tenant accounts in company software
• Ensure that all site-specific documentation and financial reports are completed accurately and on time, (as applicable)
• Assist with the implementation of new programs, and ensuring policies and procedures are followed.
• Assist the Property Manager with client relationship management
• Draft and distribute correspondences to tenant
• Assist with the maintenance of the computerized Preventative Maintenance Program (Angus AnyWhere) and monitor, dispatch and follow-up on tenant requests, preparation of monthly chargeback reporting
• Assist with preparation for the annual budget process for assigned buildings within the portfolio.
• Prepare and issue statement of Rental Charge Invoices and letters
• Liaise with tenants and accounting regarding accounts receivable matters
• Responsible/ accountable for reviewing monthly recurring billings
• Assist the Property Manager in all aspects of tenant requirements under the respective lease agreements, including regular tenant contact, handling tenant queries and issues and ensuring all reasonable tenant needs are met in a professional and timely manner.
• Maintain and update tenant information, including phone numbers, contact names, and emergency contact information as changes occur
• Work with Operations and Property Management on the day-to-day operations of the assets, ensuring custodial, life-safety, engineering, site services, and general maintenance, are implemented and carried out in a manner consistent with Avison Young policies and client directives
• Maintain and update security deposit reports
• Liaise with tenants and contractors as required or directed
• Ensure tenants abide by the terms of the lease and other relevant acts and by-laws
• Co-ordinate annual fire inspections and deficiency repair schedules with contractors and tenants.
• Monitor and control tenant arrears; reconcile tenant accounts; report weekly on status of account receivables; ensure that delinquent accounts are minimized
• Responsible for ensuring that assets are presented and operated according to the best possible standards alongside the Property Manager
• Verify Workers Compensation coverage for service providers

Requirements

You are a high achiever looking to thrive in a fast-paced environment. You take pride in your own work but are comfortable collaborating with a team of highly motivated individuals. You can communicate clearly and concisely with teammates and clients, and you enjoy strong company culture and camaraderie. You can navigate multiple corporate functions, including global lines of service and corporate centers of excellence. You possess strong interpersonal skills and are willing to take on diverse tasks to achieve the team’s common goal. You value personal and professional growth and are ready to take the next step in advancing your career.

• 3 + years of related Property Management experience or post-secondary courses in property management required.
• Proficiency in Microsoft Word, Excel and Outlook
• Results oriented, detail oriented and accurate
• Strong aptitude for numbers including strong knowledge of accounting procedures, account reconciliation and ability to interpret financial data
• Self-motivated, professional, and flexible with the ability to work both independently and collaboratively in a team environment
• Strong communication and interpersonal skills, both oral and written.
• Excellent customer and tenant service orientation
• Should possess a valid driver’s license and an operable vehicle to facilitate travel within the portfolio
• Being detail-oriented; can work under pressure; meet deadlines; prioritize tasks and deliver timely and accurate results
• Exceptional problem solving and attention to detail
• Knowledge of operating statements and strong understanding of budgets and recoveries
• Proficiency in Microsoft Word, Excel, and Outlook together with other property management software applications such as Yardi
• Ability to meet deadlines, prioritize tasks and work well under pressure
• Proven organizational and multi-tasking skills, combined with strong communication skills both written, and oral are keys to success
• Experience with Yardi accounting system a definite asset

Benefits

We care about each other and we have each other’s backs. This makes Avison Young a great place to be a client, and a great place to work. We support the whole person and their complete wellness – economic, mental and physical – because what’s best for our business comes from our people bringing their whole selves to work.

Training + Development

Interview process

Visa Sponsorship

Security clearance