Property Administrator

2 months ago

Calgary, Canada Underwood Limited Partnership Full time

**ABOUT WESTERN SECURITIES**:
For more than 90 years, Western Securities has been committed to providing value to the community by purchasing, developing, and managing real estate for the purposes of long-term retention and value-added redevelopment. The company operates in Canada and the U.S. with roots firmly planted in Calgary, Alberta, where it is remains family-owned and managed for four generations.

**ABOUT THE POSITION**:
The Property Administrator is responsible for ensuring the smooth and efficient operation of the Beddington Towne Centre and Willow Park Village properties. This role requires full and comprehensive use of Yardi software for property management, financial reporting, tenant relations, and administrative functions. The administrator will support the property management team by overseeing day-to-day operations, assisting with budgets, managing tenant communications, and ensuring compliance with property management procedures.

**Expected Outcomes**:

- Accurate and timely execution of lease setups, tenant billing, and rent roll updates within Yardi.
- Efficient site office management, ensuring availability of supplies, working equipment, and functional office systems.
- Positive tenant relations, ensuring prompt communication, resolution of maintenance requests, and tenant satisfaction.
- Effective collaboration with Property Accountant and other Head Office personnel to ensure alignment on financial reporting and property management activities.
- Timely and accurate preparation and submission of monthly, quarterly, and year-end reports.
- Continuous improvement and updates in Yardi software knowledge and commercial property systems, ensuring smooth operations and compliance.

**Responsibilities**:

- **Yardi Operations**:

- Full responsibility for entering, maintaining, and updating property-related data in Yardi, including tenant information, lease setups, and rent rolls.
- Process tenant billing, year-end adjustments, and Accounts Receivable (AR) entries in Yardi.
- Generate monthly and quarterly financial reports from Yardi for the Property Manager and Property Accountant.
- **Budgeting & Reporting**:

- Assist in the preparation and monitoring of property budgets.
- Prepare and submit monthly and quarterly financial reports, ensuring accuracy and adherence to timelines.
- Coordinate year-end adjustments and work closely with the Property Accountant to ensure accurate financial reporting.
- **Tenant Relations**:

- Handle tenant communications, including billing inquiries, maintenance requests, storage assignments, and coordination with temporary tenants.
- Maintain up-to-date tenant files and ensure proper documentation of tenant information.
- Facilitate lease setups, including rent roll updates and entry of new lease agreements into Yardi.
- **Site Office Management**:

- Ensure the site office is fully operational with necessary supplies, equipment, and functional computers.
- Maintain organized filing systems for property-related documents and leases.
- Coordinate with IT and suppliers to resolve equipment or system issues when needed.
- **Collaboration**:

- Develop and maintain a positive working relationship with the Property Accountant, ensuring seamless coordination on financial matters.
- Work closely with Head Office personnel, including legal, accounting, and marketing teams, to ensure property management alignment with company policies.
- **Marketing & Leasing Support**:

- Assist in property marketing efforts, including tenant communication and event coordination, to support occupancy and revenue goals.
- Handle inquiries from prospective tenants and coordinate with the leasing team for smooth tenant onboarding.
- **Training & Development**:

- Stay up to date with ongoing Yardi software updates, training, and commercial property system advancements.
- Provide training to new property management staff on Yardi and other relevant systems.

**Competencies**:

- **Attention to Detail**: Meticulous attention to accuracy, especially in financial reporting and tenant billing.
- **Communication**: Excellent verbal and written communication skills for tenant interactions and collaboration with other teams.
- **Problem Solving**: Strong ability to troubleshoot tenant issues and office management challenges.
- **Organizational Skills**: Ability to manage multiple tasks simultaneously, maintain accurate records, and meet deadlines.
- **Collaboration**: Work effectively with property management teams, accountants, and tenants to ensure smooth operations.

**Skills and Accomplishments**:

- **Yardi Expertise**: Extensive experience with Yardi software for property management, including reporting, data entry, tenant billing, and financial analysis.
- **Financial Acumen**: Strong understanding of property budgets, financial statements, AR, and tenant rent rolls.
- **Office Management**: Experience in managing site office operations, ensuring efficiency in equipment and supply man

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