Property Administrator

1 week ago

Edmonton, Canada Elara Property Management Inc. Full time

About You:
You are a high achiever looking to thrive in a fast-paced environment. You take pride in your own work but are comfortable collaborating with a team of highly motivated individuals. You can communicate clearly and concisely with teammates and clients, and you enjoy strong company culture and camaraderie. You possess strong interpersonal skills and are willing to take on diverse tasks to achieve the team’s common goal. You value personal and professional growth and are ready to take the next step in advancing your career.

If this sounds like you, well, then you will love the culture at Elara Property Management Inc.

Overview:
The Property Administrator reports to the Property Manager. The Property Administrator provides the Property Manager with administrative and building operations support, as directed. The Property Administrator is responsible for keeping the Property Manager always informed, seeking guidance and direction as appropriate.

Basic requirements and key functional responsibilities of the Property Administrator include, but are not limited to the following:

- Strong aptitude for numbers including strong knowledge of accounting procedures, account reconciliation and ability to interpret financial data
- Being detail-oriented; can work under pressure; meet deadlines; prioritize tasks and deliver timely and accurate results
- Excellent customer and tenant service orientation
- Ensuring that our tenants are 100% satisfied with our services is one of the key priorities, so having strong relationship building and problem-solving skills is a must
- Assist with the implementation of new programs, and ensuring policies and procedures are followed.
- Proven organizational and multi-tasking skills, combined with strong communication skills both written, and oral are keys to success
- Self-motivated, professional, and flexible with the ability to work both independently and collaboratively in a team environment
- Responsible for ensuring that assets are presented and operated according to the best possible standards alongside the Property Manager
- To achieve success, Property Administrator should not only be focused on the day-to-day operations of the property but on the long-term potential and profitability of the property

**Responsibilities**:

- Assist with preparation for the annual budget process for assigned buildings within the portfolio.
- Draft and distribute correspondences to tenant
- 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 with client relationship management
- Assist the 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 Elara Property Management Inc. 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 (ie:

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