Property Administrator

Hines•Toronto, IA

4d•CA$65,000 - CA$70,000

About The Position

The Property Administrator provides administrative, financial and operational support to the property management teams at T3 Bayside and T3 Junction. The role supports responsive tenant service, accurate financial and compliance records, and consistent day-to-day operations across both properties. By coordinating recurring processes, tenant requests, events and revenue opportunities, the Property Administrator helps reduce administrative bottlenecks and enables the Assistant Property Manager and Property Manager to focus on higher-level operational, financial and strategic work. The position coordinates tenant communications and service requests, supports work orders and building inspections, and helps organize tenant events and property activities. It also provides accounts payable and receivables support, contributes to budgeting and financial reporting, and assists with film and event-space rental inquiries and bookings. Additional duties include maintaining property records, supporting contract documentation and compliance processes, preparing routine reports, and covering recurring administrative processes and tenant support during absences. The position pays $65,000–$70,000. Hines describes offering comprehensive training, competitive compensation, robust benefits and generous vacation packages.

Requirements

High school diploma or equivalent from an accredited institution.
Two or more years of experience in an administrative role in a professional office environment.
Comfort working with invoices, billing, cash receipts, expense coding and supporting financial records.
Strong organization and follow-through, with the ability to manage recurring deadlines and competing requests.
Clear, professional written and verbal communication and a service-oriented approach to tenant and vendor interactions.
Proficiency with Microsoft Outlook, Word and Excel.
Sound judgment, discretion and care when handling tenant, vendor and financial information.
Ability to work overtime as business needs deem appropriate.

Nice To Haves

Bachelor's degree preferred.
Experience in property administration, commercial real estate, office administration or a related role is an asset.
Knowledge of JDE, Rockport (RBudget), Prism, or similar property management, accounting or budgeting systems is an asset.

Responsibilities

Coordinate tenant communications and service requests, ensuring timely responses, clear follow-up and consistent information across both properties.
Monitor and update work orders, coordinating with building operations, service providers and tenants to support completion and close-out.
Assist with building inspections, maintain inspection records and follow up on identified items.
Help coordinate tenant events, wellness programs and property activities, including logistics and communications.
Code and process invoices according to internal procedures, approval requirements and cut-off timelines.
Prepare recurring monthly billings and record cash receipts, maintaining supporting documentation.
Assist with tenant chargebacks, accruals, reconciliations and other accounting-related work handled by the property team.
Support annual budget preparation and periodic financial reporting by gathering, organizing and validating information.
Assist with film and event-space rental inquiries and bookings at both properties, coordinating availability, documentation, approvals and operational requirements.
Maintain booking records and support invoicing and follow-up so opportunities are processed efficiently and revenue is captured.
Assist with property contracts by coordinating documentation, tracking key dates, maintaining contract records and supporting review and execution as directed.
Maintain organized and accurate tenant, vendor, financial and operational records in accordance with internal processes.
Prepare routine reports and documentation, track deadlines and support adherence to approval and compliance requirements.
Provide vacation and absence coverage for recurring administrative processes and tenant support to promote continuity of operations.
Perform other duties as assigned in support of the property management teams and the effective operation of both properties.
Work overtime as business needs deem appropriate.