Property Administrator

OverviewThe Property Administrator reports to the Property Manager. The Property Administrator provides the Property Manager with administrative and building operations support, as directed. The Property Administrator is responsible for keeping the Property Manager always informed, seeking guidance and direction as appropriate.The base hourly rate is aligned with market data and is estimated between $33.65 an hour to $38.46 an hour with the ability to achieve additional compensation through bonus. This hourly rate reflects base compensation for the position across all US locations. Within this range, individual pay is determined by work location and other factors including relevant education/training, experience, and internal equity.Basic requirements and key functional responsibilities of the Property Administrator include, but are not limited to the following:Strong aptitude for numbers including strong knowledge of accounting procedures, account reconciliation and ability to interpret financial dataBeing detail-oriented; can work under pressure; meet deadlines; prioritize tasks and deliver timely and accurate resultsExcellent customer and tenant service orientationEnsuring that our tenants are 100% satisfied with our services is one of the key priorities, so having strong relationship building and problem-solving skills is a mustAssist with the implementation of new programs, and ensuring policies and procedures are followed.Proficiency in Microsoft Word, Excel, and Outlook together with other property management software applications such as YardiProven organizational and multi-tasking skills, combined with strong communication skills both written, and oral are keys to successSelf-motivated, professional, and flexible with the ability to work both independently and collaboratively in a team environmentResponsible for ensuring that assets are presented and operated according to the best possible standards alongside the Property ManagerTo achieve success, Property Administrator should not only be focused on the day-to-day operations of the property but on the long-term potential and profitability of the propertyResponsibilitiesAssist with preparation for the annual budget process for assigned buildings within the portfolio.Draft and distribute correspondences to tenantResponsible / accountable for rent collection, cheque posting, and application of monies to tenant accounts in company softwareResponsible/ accountable for reviewing monthly recurring billingsMonitor and control tenant arrears; reconcile tenant accounts; report weekly on status of account receivables; ensure that delinquent accounts are minimizedPrepare and issue statement of Rental Charge Invoices and lettersLiaise with tenants and accounting regarding accounts receivable mattersPrepare and issue purchase orders. Reconcile purchase orders against invoicesAssist the Property Manager with client relationship managementAssist the Property Manager in all aspects of tenant requirements under the respective lease agreements, including regular tenant contact, handling tenant queries and issues and ensuring all reasonable tenant needs are met in a professional and timely manner.Ensure excellent tenant relations and strong customer serviceProcess invoices including matching, coding invoices to comply with budget schedules, and compiling and verifying batchesMonitor, track and ensure payment for all vacant unit utility accountsProcess all cheques, invoices, and related reports and systems within Yardi accounting softwareComplete all administrative functions relating to property management as specifiedRead and understand leases to ensure accurate information is received and maintainedMaintain and update security deposit reportsMaintain and update tenant information, including phone numbers, contact names, and emergency contact information as changes occurRecord, update, and maintain insurance coverage for all tenants and contractorsLiaise with tenants and contractors as required or directedVerify Workers Compensation coverage for service providersPerform a wide variety of administrative duties including word processing, filing, photocopying, scheduling appointments, answering phone, receiving guests, etc.Ensure tenants abide by the terms of the lease and other relevant acts and by-lawsWork with Operations and Property Management on the 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 directivesAssist with the maintenance of the computerized Preventative Maintenance Program (Angus AnyWhere) and monitor, dispatch and follow-up on tenant requests, preparation of monthly chargeback reportingCo-ordinate and supervise all contracts, including periodic reviews of all service contracts (ie: maintain up-to-date contract log, assist with tendering, verify invoices match contract pricing and PO’s)Co-ordinate 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, (as applicable)Assist as needed in the development and preparation of a variety of budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facilitiesOther such duties as directed and required by the Property ManagerQualifications3 + 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 recoveriesA focus on customer service and working as part of a team.Ability to meet deadlines, prioritize tasks and work well under pressureResults oriented, detail oriented and accurateExceptional problem solving and attention to detailProficiency in Microsoft Word, Excel and OutlookExperience with Yardi accounting system a definite assetShould possess a valid driver’s license and an operable vehicle to facilitate travel within the portfolio