Property Administrator

About the role

The Property Administrator reports to the Property Manager and provides administrative and building operations support as directed. The role requires keeping the Property Manager informed, seeking guidance when appropriate, and maintaining a strong focus on tenant satisfaction and long-term property profitability.

Responsibilities

• Assist with preparation for the annual budget process for assigned buildings within the portfolio.
• Draft and distribute correspondence to tenants.
• Responsible/accountable for rent collection, cheque posting, and application of monies to tenant accounts in company software.
• Review monthly recurring billings.
• Monitor and control tenant arrears; reconcile tenant accounts; report weekly on status of accounts receivable; 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.
• Assist the Property Manager in all aspects of tenant requirements under respective lease agreements, including regular tenant contact, handling queries and issues, and ensuring professional and timely resolution of tenant needs.
• Ensure excellent tenant relations and strong customer service.
• Process invoices including matching, coding to budget schedules, and compiling and verifying batches.
• Monitor, track, and ensure payment for all vacant unit utility accounts.
• 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.
• Maintain and update tenant information, including phone numbers, contact names, and emergency contact information as changes occur.
• 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 a wide variety of administrative duties including 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 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.
• Assist with the maintenance of the computerized Preventative Maintenance Program (Angus AnyWhere) and monitor, dispatch, and follow up on tenant requests; prepare monthly chargeback reporting.
• Coordinate and supervise all contracts, including periodic reviews of all service contracts (e.g., maintain up-to-date contract log, assist with tendering, verify invoices match contract pricing and POs).
• Coordinate annual fire inspections and deficiency repair schedules with contractors and tenants.
• Ensure that all site-specific documentation and financial reports are completed accurately and on time.
• Assist as needed in the development and preparation of budgets, financial reports (monthly and quarterly), contracts, expenditures, and purchase orders related to the facilities.

Qualifications

• 3+ years of related property management experience or post-secondary courses in property management required.
• Strong communication and interpersonal skills, both oral and written.
• Knowledge of operating statements and 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 a definite asset.
• Valid driver’s license and operable vehicle to facilitate travel within the portfolio.