Property Administrator

Description

• Liaise with tenants and contractors as required or directed
• Assist with preparation for the annual budget process for assigned buildings within the portfolio.
• Liaise with tenants and accounting regarding accounts receivable matters
• Responsible/ accountable for reviewing monthly recurring billings
• Perform a wide variety of administrative duties including word processing, filing, photocopying, scheduling appointments, answering phone, receiving guests, etc.
• Read and understand leases to ensure accurate information is received and maintained
• Draft and distribute correspondences to tenant
• Maintain and update tenant information, including phone numbers, contact names, and emergency contact information as changes occur
• Monitor and control tenant arrears; reconcile tenant accounts; report weekly on status of account receivables; ensure that delinquent accounts are minimized
• Verify Workers Compensation coverage for service providers
• Co-ordinate annual fire inspections and deficiency repair schedules with contractors and tenants.
• Responsible for ensuring that assets are presented and operated according to the best possible standards alongside the Property Manager
• Process invoices including matching, coding invoices to comply with budget schedules, and compiling and verifying batches
• Complete all administrative functions relating to property management as specified
• Process all cheques, invoices, and related reports and systems within Yardi accounting software
• Prepare and issue statement of Rental Charge Invoices and letters
• Responsible / accountable for rent collection, cheque posting, and application of monies to tenant accounts in company software
• Prepare and issue purchase orders. Reconcile purchase orders against invoices
• Ensure that all site-specific documentation and financial reports are completed accurately and on time, (as applicable)
• Monitor, track and ensure payment for all vacant unit utility accounts
• 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)
• 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.
• Record, update, and maintain insurance coverage for all tenants and contractors
• Assist with the implementation of new programs, and ensuring policies and procedures are followed.
• 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
• Ensure excellent tenant relations and strong customer service
• Assist the Property Manager with client relationship management
• 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 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
• Ensure tenants abide by the terms of the lease and other relevant acts and by-laws
• Maintain and update security deposit reports

Requirements

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

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance