Property Administrator

Description

• Assist with tenant’s events.
• Prepare and provide janitorial vacancy reports to janitorial provider
• Maintain and update storage trackers
• Prepare and distribute annual rental notices as well as year-end adjustment notices to ensure that terms of the lease agreement are met
• Provide support to Procurement Team for sending follow-up expired COI and WCB Clearances
• Prepare and distribute tenant correspondences, such as letters and bulletins (back up for APM)
• Responsible for overseeing parking set up and managing payment collection from parkers (WCP).
• Actively pursue any outstanding rents - prepare and send reminders, demands and default letters as required.
• Maintain tenant and property files on SharePoint
• Prepare and distribute letters to the vendors for the year end cut off date
• Provide monthly rent rolls, vacancy and occupancy reports to Brightly
• Review monthly Recurring Comparison reports for upcoming month charges, ensuring all charges are accurate and understanding any variances (ie: rental step up).
• Prepare and provide quarterly tenant electricity statements to Tenants
• Collection of Tenant insurance certificates ensuring compliance to policies and Lease requirements are adhered to.
• Administer lease related payments (i.e. tenant allowances)
• Liaise with tenants and facilitate timely communication
• Provide tenant security deposit balance reports.
• Collect compliance documentation and assist with onboarding and setting up new vendors
• Prepare and reconcile monthly Visa transaction statements in Workday
• Maintain and update tenant contact information, including phone numbers, contact names and emergency contact information in Yardi
• Ensuring Pursuits notes are entered into Yardi by the 10th of each month.
• Investigate overdue balances diligently (vendor statements)
• Create and close vendor Purchase Orders
• Responsible for recording monthly parking expenses and revenue for Westmount Corporate Campus
• Enter monthly tenant sales, update monthly sales reports tracker for portfolio. Generate percentage sales invoice as required.
• Assist with preparation of annual budgets and reforecasts
• Capital Project Management - actively update all jobs in Construction Manager, assist with contract creation, monthly forecasting and processing capital project invoices
• Processing all vendor invoices in Yardi Voyager
• Distribute carbon reports to Tenants
• Input space manager and vacancy information in Real Data
• Review and prepare year end accruals list
• Analyze and act on monthly aged receivables, prepare statement of accounts and respond to tenant inquiries. Ensuring accuracy of posted rental charges and payment receipts.
• Quarterly review of service contract files in Agiloft

Requirements

• A self starter, able to allocate one’s time effectively and manage tight deadlines
• Proficient in Microsoft Office/ knowledge of Yardi
• Able to work under pressure and achieve quality results
• Results oriented, detail oriented and accurate
• 4+ years of experience in an administrative role, experience in property management or real estate
• eye for detail and accuracy. Ability to allocate one's time effectively, work under pressure and manage tight deadlines.
• Relationship Skills – Ability to communicate effectively and professionally, both oral and written with owners, tenants and team members; professional phone manner; mature and self-motivated team player with good conflict- resolution skills; committed to personal growth and integrity aligned with QuadReal’s objectives
• Ability to perform with exceptional integrity, always striving to do the right thing and help to create an environment built on trust, honesty, and respect.
• Organizational/Multi-Task Skills – A highly organized individual who has an
• Post secondary education supplemented with equivalent experience in business, real estate, or accounting an asset
• Able to handle multiple demands and competing priorities, and adapt to new ideas and constant change

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance