Property Administrator

Avison Young is a global commercial real estate brokerage and advisory firm, offering transaction, management, financial and consulting services. We’ve designed our corporate structure to best serve our clients by enhancing collaboration across our organization. At Avison Young, we are committed to providing a comprehensive suite of commercial real estate services to our clients while fostering a supportive and inclusive workplace culture for our employees. Our collaborative approach and emphasis on personal and professional growth create an environment where individuals can thrive.

About the role

The Property Administrator reports to the Property Manager and provides administrative and building operations support. The Property Administrator is responsible for keeping the Property Manager informed, seeking guidance and direction as appropriate.

Responsibilities

• Strong aptitude for numbers, including knowledge of accounting procedures, account reconciliation, and ability to interpret financial data
• Assist with the implementation of new programs and ensure policies and procedures are followed
• Ensure tenants are 100% satisfied with services through strong relationship building and problem-solving skills
• Assist with preparation for the annual budget process for assigned buildings within the portfolio
• Draft and distribute correspondences to tenants
• Responsible 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 account receivables; ensure delinquent accounts are minimized
• 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
• Handle all aspects of tenant requirements under lease agreements, including regular tenant contact, handling queries, and ensuring needs are met professionally and timely
• 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
• Read and understand leases to ensure accurate information is maintained
• Maintain and update security deposit reports and tenant information, including contact details and emergency information
• 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 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 asset operations, ensuring custodial, life-safety, engineering, site services, and general maintenance are implemented according to Avison Young policies and client directives
• Maintain the computerized 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 of service contracts, maintaining an up-to-date contract log, assisting with tendering, and verifying invoices match contract pricing and POs
• 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 (monthly and quarterly), contracts, expenditures, and purchase orders related to the facilities
• 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 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 skills 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

• Detail-oriented with ability to work under pressure
• Excellent customer and tenant service orientation
• Proven organizational and multi-tasking skills
• Strong written and oral communication skills
• Self-motivated, professional, and flexible with 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, 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