Senior Property Administrator

Avison Young Canada•Toronto, ON

6d•Onsite

About The Position

The Senior Property Administrator reports to the Assistant Property Manager and Director, Property Management. The Senior Property Administrator provides the Assistant Property Manager & Director, Property Management with administrative and building operations support, as directed. The Senior Property Administrator is responsible for keeping the Assistant Property Manager & Director, Property Management always informed, seeking guidance and direction as appropriate. The base salary is aligned with market data and is estimated to range from $64,000-$72,000 with the ability to achieve additional compensation through a bonus. Within this range, individual pay is determined by work location and other factors, including relevant education/training, experience, and internal equity. This posting is for an existing vacancy within our organization.

Requirements

3-4 years of property management experience with administration and financial management responsibilities
Post-secondary education required.
Strong communication, interpersonal and problem-solving skills
Strong understanding of accounting practices
Experience reviewing, optimizing, and implementing change of business processes
Good interpersonal skills and communications skills.
Excellent verbal and written communication skills.
Proficient in MS Office, Angus, Yardi and ProCore
Must be able to provide clear criminal records check.
Must possess a valid Ontario driver’s license.

Nice To Haves

A property management designation, or working towards a property management designation, such as RPA would be preferred.

Responsibilities

Draft and distribute correspondences to tenant
Responsible / accountable for rent collection, cheque posting, and application of monies to tenant accounts in company software
Responsible/ accountable for reviewing monthly recurring billings
Monitor and control tenant arrears; reconcile tenant accounts; report weekly on status of account receivables; ensure that delinquent accounts are minimized
Prepare and issue statement of Rental Charge Invoices and letters
Liaise with tenants and accounting regarding accounts receivable matters
Prepare and issue purchase orders. Reconcile purchase orders against invoices
Assist the Property Manager & Assistant Property Manager with client relationship management
Assist the Property Manager & Assistant 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 service
Process invoices including matching, coding invoices to comply with budget schedules, and compiling and verifying batches
Monitor, track and ensure payment for all vacant unit utility accounts
Process all cheques, invoices, and related reports and systems within Yardi accounting software
Complete all administrative functions relating to property management as specified
Read and understand leases to ensure accurate information is received and maintained
Maintain and update security deposit reports
Maintain and update tenant information, including phone numbers, contact names, and emergency contact information as changes occur
Record, update, and maintain insurance coverage for all tenants and contractors
Liaise with tenants and contractors as required or directed
Verify Workers Compensation coverage for service providers
Perform 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-laws
Work 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 directives
Assist with the maintenance of the computerized Preventative Maintenance Program (Angus AnyWhere) and monitor, dispatch and follow-up on tenant requests, preparation of monthly chargeback reporting
Co-ordinate and supervise all contracts, including periodic reviews of all service contracts (i.e.: 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 facilities
Other such duties as directed and required by the Assistant Property Manager & Director, Property Management