Property Management Administrator

7 months ago


Ottawa, Canada Regional Group Full time

This position requires an individual who possesses superior organizational skills to perform multi-faceted reporting and administrative duties.

The key overall objective of the Administrator, Property Management is to provide administrative support to the property manager(s), Director and Senior Vice President of the Property Management Division.

**About the role**

**The Property Management Administrator is responsible for**:

- Providing general office administrative support to Property Manager(s), General Managers and Vice President (i.e. fax, scan, copy, file, mail, courier etc.), reception related duties.
- Answering daily Tenant service calls, dispatch calls to Building Technicians and follow up with Tenant and Building Technicians to ensure calls are completed.
- Maintaining Tenant and Building filing systems, both physical and server files, including security procedures (card access, holiday and operating hours), updated internal contact information. Maintain site parking spreadsheets, pass/car information, waiting lists and working with parking lot management.
- Updating On-Call Book/laptop regularly with tenant emergency contact information and security procedures, preparation of tenant notices.
Prepare and or create “RFP’s - Request for Proposals”, obtain pricing from contractors as requested monthly for Property Manager approval and prepare contracts.
- Preparing marketing flyers for each property; update website for vacancies, update brokerage community of vacancies.
- Preparing Offers to Lease and co-ordination with lawyers for preparation of Lease Agreements; Perform credit checks on prospective tenants; preparation of Lease Cover Sheets; Coordinate Tenant Lease Move-in / Move-Out Checklist form.
- Preparing Monthly/Quarterly Owner’s Reports, and Owner distributions.
- Working with Accounting Department, assist with rent collections, budget and recovery letters.
- Performing other related Property Management duties as required.

**About you**

**You have**:

- At least 3 years of previous experience in an administrative position.
- Extensive knowledge of Publisher YARDI Voyager accounting systems a requirement.
- Thorough working knowledge of Word, Excel, Power Point, Internet Explorer.
- Strong written and verbal communication skills.
- The ability to multitask, prioritize assignments, and maintain attention to detail in a fast-paced environment.
- Are friendly, engaging and a positive personality.
- Bilingualism is an asset.

**About us**

**We**:

- Empower our people to strive for creativity, uniqueness, and distinction.
- Are driven by values of Integrity, Commitment, Innovation, Attention, Balance, Gratitude, and Leadership.
- Our mandate is to deliver turn-key simplicity by offering real estate stakeholders a comprehensive management package designed to maximize asset value and net operating income.
- We professionally manage over 2,000 residential/condominium units and 2.3 million square feet of commercial, industrial, and retail space.
are actively pursuing portfolio growth opportunities.
- Have been shaping real estate in Ottawa for 60 years.
- Are proud of our fun and professional environment that promotes and rewards learning, development, and success.
- We offer a dynamic opportunity with an attractive base salary and benefits.

If you are an applicant with disabilities and require accommodations, please let us know in advance so that we may arrange for their provision.


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