Property Management Administrator-Commercial

Property Management Administrator At Regional Group, we’re not your typical real estate company – we are driven by our mission of enriching communities and creating places where people thrive. We are innovators, leaders, and trailblazers with over six decades of experience shaping the real estate landscape in the National Capital Region. As a fully vertically integrated real estate company, we bring together expertise in development, construction, asset management, and property operations to deliver exceptional value and experiences. Through our homebuilding division, eQ Homes, we continue to set the standard in home innovation and sustainable living. With a $5+ billion pipeline of commercial, mixed‑use, and residential projects across Ontario and Quebec, and a management portfolio exceeding 2.9 million square feet of commercial space and 2,000 residential units. With this legacy as our foundation, we strive to be the real estate company of choice for our customers, partners, and communities. At Regional Group, we believe our people are our greatest strength and foster a culture of lifelong learning, fearless innovation, and integrity. We strive to elevate the ordinary into the extraordinary—through our projects, our decisions, and our impact on the communities we serve. Passion drives everything we do, inspiring us to deliver our best work and turn challenges into opportunities. About the Role We are looking for a Property Management Administrator to support our facility in the Downtown Ottawa core. This position requires an individual who possesses superior organizational skills to perform multi‑faceted reporting and administrative duties. The key overall objective of the Administrator, Property Management is to provide administrative support to the Property Manager and Property Management Division. Key Responsibilities Provide general administrative support to the Property Manager(s), Director, and Vice President (e.g., fax, scan, copy, file, mail, courier, reception duties). Answer tenant service calls, dispatch requests to Building Technicians via Angus, and follow up to ensure timely completion. Initiate and track tenant service requests; ensure issues are resolved promptly and effectively. Maintain tenant and building files, both physical and electronic, including security procedures (card access, holiday hours, operating hours). Administer and facilitate tenant move‑in and move‑out processes. Coordinate tenant appreciation events, charity initiatives, and property marketing activities; contribute ideas for promotions and events. Support sustainability and property certification initiatives (e.g., BOMA, LEED, Rick Hansen Foundation). Maintain tenant contact lists, certificates of insurance, and emergency notification systems (RedFlag, PRISM). Prepare and update tenant handbooks and emergency procedures. Prepare monthly/quarterly owner reports and assist with owner distributions. Collaborate with accounting for rent collections, budgeting, recovery letters, and managing AR/AP and GL reviews. Track tenant requests and prepare billing for chargebacks. Monitor building reports related to maintenance and life safety requirements. Manage parking spreadsheets, including passes, vehicle information, waiting lists, and coordination with parking lot management. Prepare RFPs, obtain contractor pricing, and assist with contract preparation. Assist with annual budget planning and processing; monitor cost control projects monthly. Create, modify, and maintain approved capital, tenant, and commission jobs in Yardi; maintain job cost tracking and progress reports. Prepare monthly updates of construction and supervisory fee trackers. Prepare monthly tenant gross sales reports and annual percentage rent reconciliations; issue invoices promptly. Assist with variance analysis of income statements and provide commentary on significant variances. Upload relevant information for quarterly appraisals. Prepare tenant letters and documentation for year‑end recoveries; input normalized budget information accurately. Monitor purchase order system; resolve issues with Real Estate Accounting & Administration. Process invoices for payment and follow up with vendors to resolve discrepancies. Maintain hard copy and SharePoint filing systems. Code invoices as needed and ensure timely processing. Act on behalf of the Property Manager during absences and advise on actions taken. Other duties as reasonably assigned. About you Minimum of 3 years of previous experience in an administrative position. Extensive knowledge of Publisher YARDI Voyager accounting systems a requirement. Knowledge of MRI Angus is an asset. Thorough working knowledge of Word, Excel, PowerPoint, Internet Explorer. Strong written and verbal communication skills. The ability to multitask, prioritize assignments, and maintain attention to detail in a fast‑paced environment. Friendly, engaging and a positive personality. Bilingualism is an asset. Why Join Us Join a values driven culture: People We believe our people are our greatest strength. We encourage our people to pursue lifelong learning, share new perspectives, and empower them to challenge fearlessly in the pursuit of going a level above and doing the right thing. Elevate We strive to elevate the ordinary into the extraordinary in every action, every decision, and every community. We look for opportunities to go a level above, to elevate and evolve, encouraging innovation to consistently surprise and delight our stakeholders. Passion Passion drives our commitment to deliver our best work for the communities we serve. With love for what we do, we naturally go a level above, see obstacles as opportunities, and let our passion fuel our ambition to be the best. We are actively pursuing portfolio growth opportunities, ensuring continuous development and advancement. We take pride in shaping real estate in Ottawa for over 60 years. Enjoy competitive pay, incentives, and tuition reimbursement to support your personal and professional growth. Benefit from 15 paid vacation days plus additional PTO to ensure a healthy work‑life balance. Take advantage of our RRSP matching program and boost your financial future with confidence This position is to fill 1 existing vacancy. The salary range for this role is $55K - 70K/year. Regional Group is an equal‑opportunity employer dedicated to creating an inclusive and accessible workplace environment. We are committed to cultivating a workforce that mirrors the diversity of our community, including individuals with disabilities. If you require accommodation or support during any stage of our recruitment and selection process, we will collaborate with you to address your needs. #J-18808-Ljbffr