Property Administrator

6 months ago

Ottawa, Canada Colonnade Management Inc. Full time

With a range of full-service real estate offerings including property management, development, investment and asset management, and leasing, Colonnade BridgePort has built a reputation of excellence in the real estate industry. We service a portfolio of state of the art commercial, residential, and mixed use properties in Ottawa, the GTA and Southwestern Ontario.

As we continue to grow and expand our business, we are looking for talented and driven individuals to join our dynamic team. Our people are what drives our success as an organization. Read on to discover how our **Property Administrator **opportunity may be right for you

**At** a glance**:
Who: organized, detail-oriented individual with at least 5 years of experience in property management or office administration, possessing strong proficiency in Microsoft Office and the ability to adapt to new software, and demonstrating effective teamwork and communication skills.

What: assisting in various property management tasks including report preparation, budget compilation, tenant liaison, vendor coordination, expense tracking, and administrative support, while fostering a positive tenant experience and contributing to team initiatives.

Where: Ottawa

Reporting to the Senior Property Administrator, the Property Administrator will provide administrative support and assistance to the Property Management Team who are dedicated to our tenants all the while maximizing the value of the commercial real estate portfolio for third-party owners. The focus of this role is to produce high quality, detailed work based on established standards, guidelines, and procedures. Precise, consistent work output is essential requiring patience and a willingness to handle and complete one task at a time. The job environment is stable, based on known relationships with people and well-defined processes.

**What you’ll be doing**:

- Assist with the preparation, compilation, assembly, while ensuring the accuracy and quality of all monthly reports.
- Assist in compiling the annual operating budgets and ensuring their timely delivery to the owners.
- Assist in compiling and assembling other reports, spreadsheets, and summaries as required from time-to-time.
- Assist in the preparation, tendering, and analysis of all contracts.
- Work closely with and assist the Property Managers, Building Operators, Property Accountants, and other Property Management team members in day-to-day management and operation of properties.
- Assist the Property Managers and Building Operations staff in communicating with third-party contractors conducting business in the buildings.
- Assist in processing purchase orders, tenant work orders and invoices while ensuring accurate coding.
- Communicate with vendors and sub-contractors on billing related matters.
- Communicate with tenants on building and tenant related issues.
- Maintain and update as required tenant lists, portfolio lists, emergency manual lists, contact lists etc.
- Maintain and track tenant and vendor insurance certificates.
- Assist with compilation and submission of monthly expense reports for Property Management team members.
- Provide backup for Reception during breaks, lunch and other times as required.
- Participate in tenant retention promotional activities, including hosting tenant BBQ’s, Christmas Breakfasts etc.
- Maintain utility reading database.
- Other duties as required.

**Keys to success in this role are**:

- 5 years of experience in Property Management and/or Office Administration in the commercial and/or residential sectors.
- Post-secondary education with a concentration in Office Administration or a related discipline.
- Intermediate or advanced proficiency in Microsoft Office, including Excel, Word, Outlook, and Teams.
- Adaptable to learning new software programs and technology as required.
- Strong organizational and administrative skills, self-motivated, and detail oriented.
- Proven ability to work effectively under pressure and as a team player.
- Bilingual (French & English) preferred, but not required.
- Yardi experience an asset.

**Commitment to our People**
- Three weeks starting paid vacation
- Three days personal leave
- Employee and Family Assistance Program
- Flexible working hours
- Hybrid working environment (position dependent, alternative may be offered)
- Comprehensive benefits plan that includes health, dental, vision, and disability coverage (cost shared by company and employee)
- Professional development (up to two paid courses per year)
- RRSP matching program
- Holiday office closure between Christmas and New Years
- Summer hours (position dependent, alternative may be offered)
- Opportunity to volunteer with Habitat for Humanity

To learn more our commitment to our community and sustainability click here.
- The above statements reflect the general details considered necessary to describe functions of the job and shall not be construed as a detailed description of all work requirements

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