Position: Property Administrator
Status: Permanent Opportunity
Location: Pickering, ON
About You
The Property Administrator is a key team member who supports the daily operations of commercial real estate properties. Acting as the main point of contact for tenants, this role ensures requests are handled promptly and professionally, keeps accurate records, and assists the Property Manager with financial reporting and administrative tasks. The ideal candidate is organized, detail-oriented, proactive, and has strong communication skills, thriving in a fast-paced, dynamic environment.
About the Role
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Serve as the primary contact for tenants, addressing daily requests and following up promptly.
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Maintain and update tenant contact information, including phone numbers and emergency contacts.
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Oversee general office operations, such as managing supplies, record keeping, correspondence filing, banking, and reception duties.
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Collect and file insurance certificates for tenants, contractors, and vendors; update records in tenant files and management systems.
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Complete new vendor setup forms with required documentation.
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Review, code, and submit invoices for approval, ensuring proper signatures and timely creation of purchase orders.
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Support audits by providing required documentation and complete monthly accruals and PAD adjustments.
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Source specialty leasing opportunities and assist with executing lease agreements.
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Support marketing initiatives, such as promotions and website updates.
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Maintain organized tenant files following naming guidelines.
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Collaborate with the Operations Manager and assist the Property Manager with year-end reports and other administrative tasks.
Accounts Receivable Responsibilities
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Generate and review monthly accounts receivable reports, providing updates to the Property Manager.
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Maintain accurate AR notes and update as needed.
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Complete AR, expense variance, and marketing sections of monthly property management reports.
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Follow up with tenants to ensure timely payment of rent and miscellaneous invoices.
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Reconcile accounts, advise tenants of outstanding balances, and facilitate collections, including sending late or default letters.
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Coordinate with the Property Manager regarding delinquent accounts.
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Track gross sales reports from tenants and ensure data is recorded in management systems monthly.
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Record received cheques, submit to AR, and file copies in tenant files.
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Handle accounting entries such as tenant chargebacks or adjustments.
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Perform other duties as assigned.
Qualifications
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Proficiency in MS Word, Excel, Outlook, and Access (intermediate to advanced).
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Experience with property management systems such as Yardi
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Adaptable team player able to manage multiple priorities in a fast-paced environment.
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Self-starter with strong time management skills and ability to work independently.
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Excellent multi-tasking and organizational abilities.
Education
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Post-secondary education in Business Administration, Real Estate, or a related field is preferred.
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College diploma or university degree in Property Management, Accounting, or Office Administration is an advantage.
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Additional certifications in property management systems or real estate administration are a plus.
Experience
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3–5 years of administrative experience, preferably in commercial real estate.
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2+ years managing administrative responsibilities across multiple properties or portfolios.
Interested? Please send resume to [email protected]
#ONDT #ondt
Contract Info / Information sur le contrat
- Job ID / No. du Poste: 55061373
- Open Positions / Postes Ouverts: 1
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