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 strong tenant satisfaction through relationship building and problem-solving.

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 and monitor/control tenant arrears.
• Reconcile tenant accounts; report weekly on status of accounts receivable; minimize delinquent accounts.
• Prepare and issue statement 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 ensuring professional and timely resolution of needs.
• Ensure excellent tenant relations and strong customer service.
• Process invoices including matching, coding to budget schedules, and compiling/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 and tenant information (contact details, emergency contacts).
• Record, update, and maintain insurance coverage for tenants and contractors.
• Liaise with tenants and contractors as required or directed; verify Workers Compensation coverage for service providers.
• Perform administrative duties including word processing, filing, photocopying, scheduling, phone handling, and receiving guests.
• Ensure tenants abide by lease terms and relevant acts/by-laws.
• Work with Operations and Property Management on day-to-day operations of assets, ensuring custodial, life-safety, engineering, site services, and general maintenance are implemented per Avison Young policies and client directives.
• Assist with maintenance of the Preventative Maintenance Program (Angus AnyWhere); monitor, dispatch, and follow up on tenant requests; prepare monthly chargeback reporting.
• Coordinate and supervise all contracts, including periodic reviews, maintaining up-to-date contract logs, assisting with tendering, and verifying invoices match contract pricing and POs.
• Coordinate annual fire inspections and deficiency repair schedules with contractors and tenants.
• Ensure site-specific documentation and financial reports are completed accurately and on time.
• Assist as needed in development and preparation of budgets, financial reports (monthly/quarterly), contracts, expenditures, and purchase orders related to facilities.

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 understanding of budgets and recoveries.
• Customer service focus 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.

Skills

• Strong aptitude for numbers, including accounting procedures, account reconciliation, and financial data interpretation.
• Detail-oriented with ability to work under pressure, meet deadlines, and prioritize tasks.
• Excellent customer and tenant service orientation.
• Strong relationship-building and problem-solving skills.
• Proficiency in Microsoft Word, Excel, Outlook, and property management software (e.g., Yardi).
• Proven organizational and multi-tasking skills with strong written and oral communication.
• Self-motivated, professional, and flexible; ability to work independently and collaboratively.

Pay

The base salary is estimated between $65,000 and $75,000, with potential for additional compensation through bonus. Individual pay is determined by work location, education/training, experience, and internal equity.