Property Management

1 week ago


Montreal, Quebec, Canada Canderel Full time
Summary and Objectives

The Property Administrator reports to the Senior Property Manager ("SPM") and is responsible to provide reliable, timely, and efficient rental collections, maintenance of leases and tenant files and accounts payable.


Responsibilities:

  • Deliver Excellent Service to Customers through Integrity, Respect and being Results Oriented;
  • Provide Tenants with rental notices and invoices on a timely basis (including step rents, free rents, etc.);
  • Review lease summaries and rent roll for accuracy;
  • Liaise with Lease Administrator to ensure charges for fixturing period are billed accordingly (utilities and cleaning);
  • Responsible for collection of rent and additional billings;
  • Determine which receivable accounts require reconciliation to collect arrears;
  • Assist SPM and General Manager (GM) in resolving occupancy costs, escalations and billing discrepancies;
  • Review promo fund and provide list for CPI increase to be entered in Yardi;
  • Obtain monthly and annual gross sales from tenants, update reports and arrange billing for rent;
  • Review of monthly MRI control reports to identify problems and take corrective action. (Tenant Rent Rolls, Billing Generation, EFT, Aged Delinquency);
  • Maintain accounting / invoicing procedures in conjunction with head office policies;
  • Coordination of annual global update of prebilling amounts, ensuring all special calculations are reflected in the prebilling amounts, and letters advising tenants of new rate are sent out in a timely fashion;
  • Review A/R and call tenants for outstanding arrears, prepare accounts receivable commentary for internal review and monthly report;
  • Coordination of yearend recoveries and tax escalations with direction from SPM, GM and Accountant;
  • Provide Accountant or SPM relevant lease sections related to Tenant rents, leasing costs;
  • Verification and coding of all supplier invoices through AvidXchange;
  • Deposit rent cheques and reconcile bank statement;
  • Complete utility spreadsheets for billings and accruals;
  • Assist with budget preparation as requested;
  • Prepare letters and general correspondence;
  • Assist Office Administrator with tracking and auditing all pcard transactions and provide documentation to invoice tenants where applicable;
  • Track supplier invoices to match with tenant billings for additional services;
  • Perform other related responsibilities as requested from time to time.

Qualifications:

  • Minimum of five years in Lease or Property administrative role preferred;
  • Excellent knowledge of Word, Excel and Lotus Notes;
  • Working knowledge of Yardi accounting system and Payscan an asset.

Personal Competencies:

  • Customer oriented/customer focused;
  • Excellent written and verbal communication skills;
  • Supports teamwork environment with positive and professional attitude;
  • Goes the "extra mile" to understand and respond to customer needs;
  • Flexibility to changing work conditions including interruptions and multitasking ability;
  • Ability to work independently and under pressure, deal with deadlines.


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