Commercial Property Administrator

1 month ago

St Jacobs, Canada Zehr Group Full time

Zehr Group is looking for a Commercial Property Administrator to join our Zehr Management team, based out of our St. Jacob’s office. Reporting to the Director of Property Management, the Property Administrator will provide administrative support and assistance to the Property Management Team. The Property Administrator is responsible for a range of tasks for a portfolio of residential and commercial properties.

**AREAS OF RESPONSIBILITY**:
**Team Calendar Management**:

- Schedule maintenance techs, schedule repairs, suite turn work, meeting bookings
- Monitor calendars to ensure team keeps on task

**Tenant Communication**:

- Prepare Notices to Tenants for upcoming projects, procedure changes, water shutdown, and 24-hour access notice.
- Respond to minor tenant disputes with regulated pre-approved correspondence (noise complaints, garbage pick-up, groundskeeping), and notify the proper manager.
- Distribute communication to tenants as instructed by the Management Team.
- Communicate with tenants as required (work completed follow up, work scheduled dates, etc).
- Schedule Maintenance Manager to complete unit inspections for vacating tenants

**Accounting**:

- Notify PM’s of any urgent matters that may come in while the PM is on the road.
- Work alongside the Property Manager for rent collection
- Deliver chargeback invoices to corresponding tenants and follow up accordingly.
- Code contract invoices as per approved budget and GL codes.
- Process credit card statements as necessary.
- Prepare Notice of Defaults, Bailiff Letters, and Residential eviction notices.
- Prepare Notice of Rent Increase - Residential units with list coming from PM team.

**Administrative**:

- Organize property management files on the server to ensure items can be found accordingly.
- Scanning and processing documents as needed.
- Update emergency contact details for after-hours contractors.
- Create and circulate DocuSigns for contracts, and lease agreements.
- Process credit checks for new tenants
- Assist with mailouts
- Administer meeting minutes
- Assist Office Manager and reception with covering phones, answering doorbell as needed.
- Maintain spreadsheets for tenant insurance, fire safety, tenant/contractor emergency contacts, etc.

**Leasing**:

- Assist the Residential Administrator with leasing vacant units as required
- Process Commercial tenant move-outs; close out tenant files, update spreadsheets
- Prepare Commercial Lease Agreements, Renewals & Lease Proposals.
- Create Commercial Lease Abstracts for renewals.
- Schedule contractors for Commercial Landlord work.

**QUALIFICATIONS**:

- Minimum 3 years of Commercial Property Management experience, preferably with a mixed portfolio is required
- Exceptional written and oral communication skills
- Excellent organizational skills with a strong ability to multi-task
- Strong command of MS Office products: Outlook, Word, Excel, PowerPoint
- Detail-oriented
- Strong follow-up skills
- Experience with Yardi property management systems is considered an asset

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