Property Administrator

1 month ago

Kingston, Canada Equiton Partners Inc. Full time

Property Administrator - IPP - Kingston, Ontario

**About Equiton**:
Equiton Living is a privately owned, full-service property management company that provides quality, well-maintained apartments across Ontario. Hands-on, proactive management, highly trained and experienced staff, relationship-oriented business practices, and continued reinvestment in our properties are the keys to our success. Our focus is on creating an environment people love to call home. The Equiton Living team is grounded in sound, professional real estate practices and building-maintenance operations. We attract diverse, talented people and create an atmosphere that rewards initiative, independent thinking, and integrity.

**About the Position**:
Reporting to the Regional Property Manager, the Property Administrator will support a group of properties within one designated geographic area by creating and tracking Purchase Orders, Change Orders and Work Orders through Yardi.

**Key Functions and Responsibilities**:

- Once initiated by the Resident Manager, Regional Manager, Construction Manager, or VP, Operations, the Property Administrator will create, monitor, and track through completion all required Purchase Orders and Change Orders
- Monitor all supplier invoices to ensure all invoices are processed following established policies and procedures; including proper set up, back up, proper coding and are processed within the expected timeline
- Follow up with Vendors on any discrepancies between POs and Invoices
- Follow up with Vendors on POs open for more than two months
- Follow up with the Resident Managers on outstanding unreceived POs
- On a monthly basis, analyze and report on specific Purchasing KPIs: number of outstanding POs, purchase order cycle time, emergency purchase ratio, inventory accuracy (appliances and supplies)
- On a monthly basis, analyze and report on specific work order KPIs: number of outstanding work orders, work order cycle time - from submission to completion, number of closed work orders
- Manage the purchase order system and contract administration, including the development and maintenance of an annual contract directory to ensure renewals are in place before expiry.
- Track and administer capital project expense billing and assist with capital expense project close out(s)
- Enter work orders into Yardi, track and close work orders in conjunction with the Resident Managers
- Other duties as assigned

**Required Skills and Abilities**:

- Self-motivated, energetic, and detail oriented
- Experience in Property Management is required
- Excellent organizational skills with a strong ability to prioritize and multi-task
- Able to work independently and be comfortable as part of a high-performance team
- Thriving in a deadline-oriented environment
- Has demonstrated ability to solve problems using facts, sound reasoning and a methodical approach
- Forward thinking with proven ability to anticipate process bottlenecks and address them in a timely manner
- Strong command of MS Office products: Word, Excel, PowerPoint, Outlook
- Commitment to discretion and confidentiality
- Experience with Yardi property management systems
- Reliable vehicle and good driving abstract
- Ability to travel between properties within a defined geographic area
- Occasional travel to corporate Head Office
- Occasional weekend work may be required

**Education and Experience**:

- Minimum Grade 12 Education, relevant post-secondary education is strongly preferred
- Experience in Property Management considered a strong asset

**Our Commitment to Diversity, Equity and Inclusion**:
In addition to being dedicated to building a workforce that leverages diverse talent, we are committed to fostering an inclusive and accessible experience where all employees feel valued, respected and supported. We are an equal opportunity employer that values a culture that reflects and celebrates diversity of thought, background and experience. If you require accommodation for any part of the recruitment process (including alternate formats of materials, accessible meeting rooms, etc.), please let us know, so that we will work with you to meet your needs. We thank you for applying, however, only those selected to continue will be contacted.

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