This role will provide reliable, prompt and efficient support to our commercial portfolio. Working closely with our Commercial Property Manager, the Administrator will focus on providing knowledge and support services in property management, leasing and acquisitions, and financial reporting.
Responsibilities
Property Management
- Administer all aspects of the rent collection process for all tenant billings
- Prepare, distribute, and manage various correspondence to tenants including building memos, and other communication as necessary
- Prepare and process contracts and work orders for services related to property management such as: snow removal, landscaping, building maintenance, utilities, and parking
- Receive, process and coordinate work orders with the building operator and various service providers
- Record, maintain and manage tenant information and property files
- Update and maintain utility lists and accounts for various commercial properties
- Generate, administer and manage invoices and purchase orders as required
- Sustain tenant and broker satisfaction with timely and professional communication
- Provide a high level of customer service to clients, tenants and stakeholders
- Any other duties assigned by the Director
Leasing and Acquisitions
- Assist in the preparation and administration of offers to lease, renewals and other lease documents
- Maintain a document management system to effectively track tenant communications
- Assist in the preparation of offers to lease, renewals and other lease documents
- Prepare lease summaries to effectively track deadlines, rights, and options in leases
- Prepare reports, meeting minutes and other correspondence as requested
- Act as a liaison with brokers and agencies when required
- General assistance in the acquisitions process including correspondence and due diligence
Finance
- Prepare, manage and organize accounts payables while ensuring accurate and timely payment
- Compile and maintain accurate records on operating expenses and income
- Assist in monthly review of accounting records and preparation of monthly cash flow reports
- Assist in annual budget preparation and delivery of year end operating costs reconciliation
- Report, communicate and work directly with the finance team as necessary
Qualifications
- Minimum two years of practical experience within the commercial real estate industry
- Post secondary education within related fields considered an asset
- Excellent written and oral communication skills accompanied by the ability to effectively communicate with stakeholders
- Strong time management skills coupled with the capacity to handle multiple projects with varying deadlines
- Exceptional interpersonal skills with the proven ability to develop and maintain strong working relationships
- Superior organizational skills with the ability to identify and manage priorities effectively
- Detail oriented with an aptitude to learn new processes and procedures
- Ability to problem solve and generate solutions while remaining tactful and strategic
- Proven customer support and customer service experience
- Basic knowledge of accounts payable and receivable processes
- Proficient in Microsoft Office applications
- Experience with an ERP or property management accounting software considered an asset
- Continuous demonstration of accountability, respect and integrity
- Access to a vehicle and clean Class 5 license
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