Property Administrator

About the role

Avison Young is a global commercial real estate brokerage and advisory firm, offering transaction, management, financial, and consulting services. The Property Administrator reports to the Property Manager and provides administrative and building operations support. This role is responsible for keeping the Property Manager informed and seeking guidance as appropriate.

Responsibilities

• Assist with the implementation of new programs and ensure policies and procedures are followed.
• Ensure assets are presented and operated according to the best possible standards alongside the Property Manager.
• Focus on both day-to-day operations and the long-term potential and profitability of the property.
• Assist with preparation for the annual budget process for assigned buildings within the portfolio.
• Draft and distribute correspondences to tenants.
• Handle rent collection, cheque posting, and application of monies to tenant accounts in company software.
• Review monthly recurring billings and monitor/control tenant arrears.
• Reconcile tenant accounts, report weekly on the status of account receivables, and minimize delinquent accounts.
• Prepare and issue statements of Rental Charge Invoices and letters.
• Liaise with tenants and accounting regarding accounts receivable matters.
• Prepare and issue purchase orders; reconcile purchase orders against invoices.
• Assist the Property Manager with client relationship management and tenant requirements under lease agreements.
• Ensure excellent tenant relations and strong customer service.
• Process invoices, including matching, coding, and compiling batches.
• Monitor, track, and ensure payment for all vacant unit utility accounts.
• Process all cheques, invoices, and related reports within Yardi accounting software.
• Complete all administrative functions relating to property management as specified.
• Read and understand leases to ensure accurate information is received and maintained.
• Maintain and update security deposit reports and tenant information (e.g., contact names, emergency contacts).
• Record, update, and maintain insurance coverage for all tenants and contractors.
• Liaise with tenants and contractors as required or directed.
• Verify Workers Compensation coverage for service providers.
• Perform administrative duties such as word processing, filing, photocopying, scheduling appointments, answering phones, and receiving guests.
• Ensure tenants abide by the terms of the lease and other relevant acts and by-laws.
• Work with Operations and Property Management on day-to-day asset operations, including custodial, life-safety, engineering, site services, and general maintenance.
• Assist with the maintenance of the computerized Preventative Maintenance Program (Angus AnyWhere) and monitor, dispatch, and follow-up on tenant requests.
• Coordinate and supervise all contracts, including periodic reviews of service contracts.
• Coordinate annual fire inspections and deficiency repair schedules with contractors and tenants.
• Ensure all site-specific documentation and financial reports are completed accurately and on time.
• Assist in the development and preparation of budgets, financial reports, contracts, expenditures, and purchase orders.
• Perform other duties as directed by the Property Manager.

Requirements

• 3+ years of related Property Management experience or post-secondary courses in property management.
• Strong communication and interpersonal skills, both oral and written.
• Knowledge of operating statements and a strong understanding of budgets and recoveries.
• Focus on customer service and ability to work as part of a team.
• Ability to meet deadlines, prioritize tasks, and work well under pressure.
• Results-oriented, detail-oriented, and accurate.
• Exceptional problem-solving and attention to detail.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Experience with Yardi accounting system is an asset.
• Valid driver’s license and operable vehicle to facilitate travel within the portfolio.

Skills

• Strong aptitude for numbers, including knowledge of accounting procedures, account reconciliation, and interpreting financial data.
• Detail-oriented with the ability to work under pressure and meet deadlines.
• Excellent customer and tenant service orientation with strong relationship-building and problem-solving skills.
• Proven organizational and multi-tasking skills.
• Self-motivated, professional, and flexible with the ability to work both independently and collaboratively.

Benefits

• Traditional and Roth 401k with generous employer match and immediate vesting.
• 12 weeks of Paid Parental Leave after one year of tenure.
• Medical, Dental, and Vision Insurance.
• Company-paid Life and AD&D Insurance.
• Company-paid Short & Long-Term Disability.
• Voluntary Critical Illness and Accident Coverage.
• Healthcare, Dependent Care, Commuter & Transit Pre-Tax Benefits.
• Wellness program.
• Employee Assistance Program (EAP).
• Competitive paid vacation days.
• 2 personal/wellness days.
• Paid holidays plus 2 floating holidays.
• Annual volunteer day for Day of Giving.