Job Overview
The Property Administrator is responsible for supporting the daily operations and administrative functions of the property management team. This position plays a key role in ensuring efficient property operations, tenant satisfaction, and compliance with company policies and procedures. The role involves frequent interaction with tenants, vendors, and internal teams to support the ongoing management of a commercial and/or residential real estate portfolio.
Key Responsibilities
- Serve as the primary administrative support to the Property Manager and property management team.
- · Assist with the collection of documents required for the Tax Appeal process
- · Respond to tenant inquiries and service requests in a timely and professional manner; coordinate with vendors and maintenance staff to resolve issues.
- · Assist in the preparation and distribution of tenant communications, building notices, and lease-related documents.
- · Maintain accurate and up-to-date tenant and vendor records, including certificates of insurance, contact information, and lease files.
- · Vendor contract maintenance & follow up to ensure contracts do not expire
- · Manage on call schedules of field staff and maintain the holiday/vacation calendar of Property Management Department
- · Ensure new tenant set up is complete in Yardi
- · Manage all utilities functions for properties
- · Accounts Payable duties. Track and process vendor invoices; assist with coding and submitting for approval in accordance with accounting procedures.
- · Generate purchase orders, ensure all POs are validated prior to approval.
- · Review monthly PO report to ensure accuracy for accruals. Follow up with vendors for outstanding invoices.
- · Accounts receivable duties in accordance with the standard procedures.
- · Resolving escalations, billing discrepancies and submitting changes for approval
- · Reviewing account reconciliation and recommending write-offs of accounts or adjustments to accounts
- · Liaise with lawyers for collections in coordination with the property manager.
- · Ensure accuracy and completeness of tenant chargeback invoices
- · Coordinate building access, security, and parking arrangements as needed.
- · Support budget preparation by gathering data, preparing spreadsheets, and tracking expenses.
- · Assist with routine property inspections, documenting issues and following up on resolutions.
- · Schedule with the tenants maintenance work, inspections, and capital projects in coordination with the Senior Property Manager.
- · Prepare monthly reports, including occupancy, accounts receivable and operational updates.
- · Assist with monthly variance comments and capital project budget summaries when required
- · Review and distribute all year end recoveries to the tenants. Track and manage collections and disbursements.
- · Coordinate tenant giveaways and events with Property Manager.
- · Update the contract and utility spreadsheet as required.
- · Assist operations staff with training and monitoring the Angus PM system, in coordination with the Property manager.
- · Assist in maintaining property specific emergency procedures and update tenant Welcome Manuals.
- · Assist with tenant move-ins, access cards, welcome package distribution and welcome basket.
- · Support onboarding and training of Property Administrators or administrative staff as assigned.
- · Assist in due diligence for information on any dispositions.
- · General day-to-day administrative tasks required by the Property Manager and operations.
- · Help with certain administrative tasks required by the Technical Services and Project Manager and Director of ESG when time permits.
- · Coordinate with accounting on tenant specific inquiries.
- · Additional duties as assigned.
REQUIRED SKILLS/QUALIFICATIONS:
- · High school diploma or equivalent; Associate’s or Bachelor’s degree, preferably in Real Estate , or related field.
- · Minimum of 3+ years of experience in a property management or administrative support role, ideally within a real estate or asset management environment.
- · Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with Yardi, MRI, or other property management software preferred.
- · Excellent organizational skills and attention to detail.
- · Strong written and verbal communication skills.
- · Ability to multitask and prioritize responsibilities in a fast-paced environment.
- · Customer service orientation and professionalism when dealing with tenants and vendors.
Why work for Canadian Urban Limited
- Comprehensive Benefit Plan including Medical, Dental and Health Spending account. Premiums are paid for by Canadian Urban Limited
- Long Term Disability, Life Insurance, AD&D coverage
- Annual Health Spending Allowance: Wide variety of options available.
- PTO days
- Friendly working environment
- Summer Hours
- Early office closures ahead of long weekends to support employee well-being
- On-call premiums
- Yearly bonus based on company performance
- Robust in-house training opportunities
- Competitive pay that recognizes your worth
- Connect with colleagues through company events
- Fun team building events
- Monthly cake day to celebrate birthdays
- Robust Service Awards Program
- Mileage reimbursement for travel between sites
Job Types: Full-time, Permanent
Pay: $65,000.00-$75,000.00 per year
Benefits:
- Company events
- Dental care
- Disability insurance
- Discounted or free food
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- Tuition reimbursement
- Vision care
Education:
- Bachelor's Degree (required)
Experience:
- commercial real estate: 3 years (required)
Work Location: In person
