Property Administrator

1 month ago

Calgary, Canada QuadReal Full time

**About QuadReal Property Group**

QuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. Its assets under management are $85 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and debt in both the public and private markets. QuadReal invests directly, via programmatic partnerships and through operating platforms in which it holds an ownership interest.

QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.

QuadReal: Excellence lives here.

**Role Overview**

Located in Jamieson Place, Calgary and reporting to the Senior Property Administrator, the Property Administrator is responsible to provide support for all aspects of day-to-day activities for the Downtown Calgary Office Portfolio. This role requires strong analytical skills, exceptional attention to detail, and the ability to work effectively in a fast-paced environment.

**Responsibilities**

**Accounts Payable**
- Processing all vendor invoices in Yardi Voyager
- Investigate overdue balances diligently (vendor statements)
- Provide support to Procurement Team for sending follow up expired COI and WCB Clearances
- Collect compliance requirements for new vendors /setting up new vendor in Yardi
- Create and close vendor Purchase Orders
- Prepare and reconcile monthly Visa transaction statements in Workday
- Prepare and distribute letter to the vendors for the year end cut off date
- Review and prepare year end accruals list
- Capital Project Management - actively update all jobs in Construction Manager, assist with contract creation, monthly forecasting. Capital Invoice Processing

**Accounts Receivable**
- Review monthly Recurring Comparison reports for upcoming month charges, ensuring all charges are accurate and understanding any variances (ie: rental step up).
- Actively pursue any outstanding rents - prepare and send reminders, demands and default letters as required.
- Analyze and act on monthly aged receivables, prepare statement of accounts and respond to tenant inquiries. Ensuring accuracy of posted rental charges and payment receipts.
- Entering Pursuits notes are entered into Yardi by the 20th of each month.
- Provide tenant security deposit balance reports.
- Administer lease related payments (i.e. tenant allowances)
- Enter monthly tenant sales, update monthly sales reports tracker for portfolio. Generate percentage sales invoice as required.

**Administrative Tasks**
- Collection of Tenant insurance certificates ensuring compliance to policies and Lease requirements are adhered to.
- Assist with tenant’s events.
- Prepare and provide quarterly tenant electricity statements to Tenants
- Distribute carbon reports to Tenants
- Provide monthly rent rolls, vacancy and occupancy reports to Brightly
- Input space manager and vacancy information in Real Data
- Prepare and provide janitorial vacancy reports to Servantage
- Maintain and update storage trackers
- Assist with preparation of annual budgets and reforecasts
- Prepare and distribute annual rental notices as well as year-end adjustment notices to ensure that terms of the lease agreement are met
- Prepare and distribute tenant correspondences, such as letters and bulletins (back up for APM)
- Maintain tenant and property files on SharePoint
- Quarterly review of service contract files in Agiloft
- Maintain and update tenant contact information, including phone numbers, contact names and emergency contact information in CRM and Yardi
- Liaise with tenants and facilitate timely communication
- Other duties as assigned from time to time.

**Experience and Qualifications**
- Post secondary education supplemented with equivalent experience in business, real estate, or accounting.
- 4+ years of experience in an administrative role, experience in property management or real estate an asset
- Proficient in Microsoft Office/ knowledge of Yardi an asset
- Relationship Skills - Ability to communicate effectively and professionally, both oral and written with owners, tenants and team members; professional phone manner; mature and self-motivated team player with good conflict-resolution skills; committed to personal growth and integrity aligned with QuadReal’s objectives
- Organizational/Multi-Task Skills - A highly organized individual who has an eye for detail and accuracy. Ability to allocate one's time effectively, work under pressure and manage tight deadlines.
- A self starter, able to allocate one’s time effectively and manage tight deadlines
- Able to work under pressure and achieve quality results
- Able to handle multiple demands and competing priorities, and adapt to new ideas and constant change
- An eagerness to share ideas and find opportunities to improve our property manageme

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