Property Administrator

Avison Young • Beverly Hills, CA

7d • $29 - $33

About The Position

The Property Administrator reports to the Property Manager and provides administrative and building operations support as directed, keeping the Property Manager informed and seeking guidance when appropriate. The role supports the presentation, operation, day-to-day management, and long-term potential and profitability of assigned assets, while helping ensure that tenant needs are addressed professionally and promptly.

The position involves financial and accounting administration, tenant and client relations, lease and contract administration, building operations coordination, and general office support. The Property Administrator works with tenants, contractors, accounting, Operations, and Property Management to help maintain service standards and carry out company policies and client directives.

The estimated base hourly rate is $28.84 to $32.69 across US locations, with the opportunity for additional compensation through bonus. Individual pay is determined by work location and other factors, including relevant education or training, experience, and internal equity.

Requirements

• At least 3 years of related property management experience or post-secondary courses in property management.
• Strong communication and interpersonal skills, both oral and written.
• Knowledge of operating statements and a strong understanding of budgets and recoveries.
• Customer-service focus and ability to work as part of a team.
• Ability to meet deadlines, prioritize tasks, and work well under pressure.
• Results-oriented, detail-oriented, and accurate.
• Exceptional problem-solving skills and attention to detail.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Valid driver’s license and an operable vehicle to facilitate travel within the portfolio.
• Strong aptitude for numbers, including knowledge of accounting procedures, account reconciliation, and interpreting financial data.
• Organizational and multitasking skills, with the ability to work independently and collaboratively.
• Self-motivated, professional, and flexible.

Nice To Haves

• Experience with the Yardi accounting system is a definite asset.
• Proficiency with other property management software applications such as Yardi.

Responsibilities

• Assist with annual budget preparation for assigned buildings.
• Draft and distribute correspondence to tenants.
• Manage rent collection, cheque posting, and application of payments to tenant accounts in company software.
• Review monthly recurring billings.
• Monitor tenant arrears, reconcile tenant accounts, report weekly on accounts receivable status, and help minimize delinquent accounts.
• Prepare and issue rental charge invoices and statements.
• Liaise with tenants and accounting about accounts receivable matters.
• Prepare and issue purchase orders and reconcile them against invoices.
• Assist the Property Manager with client relationship management.
• Support tenant requirements under lease agreements, including regular contact, responding to queries and issues, and meeting reasonable needs professionally and promptly.
• Maintain excellent tenant relations and customer service.
• Process invoices, including matching and budget-compliant coding, and compile and verify batches.
• Monitor, track, and ensure payment of utility accounts for vacant units.
• Process cheques, invoices, related reports, and systems using Yardi accounting software.
• Complete administrative functions relating to property management.
• Read and understand leases to ensure accurate information is received and maintained.
• Maintain and update security deposit reports and tenant information, including contact and emergency details.
• Record, update, and maintain insurance coverage for tenants and contractors; verify Workers Compensation coverage for service providers.
• Liaise with tenants and contractors as required or directed.
• Perform administrative duties such as word processing, filing, photocopying, scheduling appointments, answering phones, and receiving guests.
• Help ensure tenants comply with lease terms and relevant acts and by-laws.
• Coordinate with Operations and Property Management on daily asset operations, including custodial, life-safety, engineering, site services, and general maintenance, consistent with company policies and client directives.
• Assist with the computerized Preventative Maintenance Program (Angus AnyWhere), monitor and dispatch tenant requests, follow up on requests, and prepare monthly chargeback reporting.
• Coordinate and supervise contracts, including maintaining an up-to-date contract log, assisting with tendering, and verifying invoices against contract pricing and purchase orders.
• Coordinate annual fire inspections and deficiency repair schedules with contractors and tenants.
• Ensure applicable site-specific documentation and financial reports are completed accurately and on time.
• Assist with developing and preparing budgets, monthly and quarterly financial reports, contracts, expenditures, and purchase orders related to facilities.
• Perform other duties as directed and required by the Property Manager.

Benefits

• Traditional and Roth 401(k) with generous employer match and immediate vesting.
• 12 weeks of paid parental leave after one year of tenure.
• Medical, dental, and vision insurance.
• Company-paid life and AD&D insurance.
• Company-paid short- and long-term disability coverage.
• Voluntary critical illness and accident coverage.
• Healthcare, dependent care, commuter, and transit pre-tax benefits.
• Wellness program.
• Employee Assistance Program (EAP).
• Competitive paid vacation days.
• Two personal/wellness days.
• Paid holidays plus two floating holidays.
• Annual volunteer day for Day of Giving.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed