Property Administrator

6 months ago

Kingston, Canada H.R. Doornekamp Construction Ltd Full time

**Property Administrator**
**Full-time Permanent**

Competition Number: 23-13

The Doornekamp Group of Companies work in collaboration with our clients to utilize creative engineering, economic strategy and sustainable products to accomplish challenging projects.

Our team provides specialized properties commercially and residentially in premier locations, built and maintained to an unparalleled quality.

The Doornekamp Group of Companies is known for our dedication to our core values**:Commitment** to customers, team and family; **Quality **of products and services; and **Resourcefulness **in achieving our mission.

**About this Opportunity**:
Reporting to the General Manager, the **Property Administrator** will hold a pivotal role with ABNA Investments by assisting with property and tenant management.

We are searching for a dynamic, organized, and detail-oriented individual to contribute in the successful day-to-day operations of lease administration, accounts receivable and overall support of the Senior Management Team.

**Responsibilities, but not limited to**:

- Assist in preparing, editing and proof reading of documents such as Offers to Lease, Lease Agreements, Offers for Renewal, Renewal Agreements,
- Amendment Agreements, locker Rental Agreements and, any other agreements required from time to time.
- Coordinate with ABNA and Tenant lawyers, realtors or others for preparation of Lease, Renewal and Amendment Agreements to ensure compliance with the terms and conditions of lease agreements.
- Perform credit checks on prospective tenants.
- Track and communicate critical lease dates to ensure timely execution of renewals, contract changes, condition dates, lease expirations and termination options.
- Read and analyze relevant sections of lease when asked to provide summaries, abstracts or recommendations to ABNA Team.
- Assist the Manager of Investment & Development in developing marketing plans and strategies for leasing future residential developments, as requested.
- Administer all leasing accounts receivable (rent, taxes, operating costs, adjustments and any other charges).
- Act as the point of contact for Tenants and assist with rent collections and recovery letters.
- Responsible for compliance of leases and final year end reconciliation of accounts receivable.
- Complete management reports, budgets and year-end reconciliations.
- Complete and submit MPAC assessment reports.
- Maintaining Tenant and Facilities filing systems, both physical and server files; renaming and organizing online file rooms with consistent file nomenclature and folder identification and updating internal contact information.
- Maintain tenant security card spreadsheets, opportunities list, Lease Cover Sheets, Tenant Lease Move-in / Move-Out Checklist form, letters to tenants advising of rental or agreement and other standard notices. Track documentation flow and ensure documents are fully executed within contract parameters.
- Administer the insurance database. Obtain and distribute insurance certificates for lease compliance.
- Updating tenant emergency contact information, including security procedures (card access, holiday and operating hours), and ensure annual closure dates are properly inputted in the security system for each building.
- Develop and maintain positive relationships with tenants, internal colleagues, consultants and suppliers.
- Assist with social media and website content management and upkeep; content creation, content stays present and relevant, engagement analytics, etc.
- Performing other related Property Administrative duties as required.

**Qualifications/Experience**:

- Strong inter-personal and relationship management skills
- Friendly, engaging and positive personality
- Ability to manage multiple stakeholders and manage change
- Possess strong ethics, sense of fairness and diplomacy in order to represent both tenants and ownership
- Dependable, trust-worthy and excellent organizational skills
- Strong organizational and communication skills
- Advanced MS Office suite skills including Word, Excel, and Outlook
- Previous experience with property management software (considered an asset)
- Willingness to engage in continuing education in the field of facilities, property and systems management
- Strong understanding of legal documents and lease clauses
- Experience in a legal environment (considered an asset)
- Strong English written and verbal communication skills
- French written and verbal communication skills (considered an asset)
- At least 3 years of previous experience in facilities or property administration or leasing position.

**Hours of Work**:
In person, Monday to Friday **. **Based on a 35 hour week.

**Expected Wage & Benefits**:
Salary $50,000 to $60,000 based on experience. Competitive benefit package and RRSP matching.

Applicants will submit a cover letter and resume relating their qualifications to the position’s requirements.

**Job Types**: Full-time, Permanent

**

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