Property Administrator

5 days ago

Toronto, Canada Crown Property Management Full time

**Position Summary and Objectives**

The Property Administrator reports to the Property Manager to provide reliable, timely, and efficient support for properties in the assigned portfolio, including interfacing with various external service providers and tenants as directed. Additionally, this role facilitates continuous improvement in office systems and procedures to ensure an efficient and productive operating environment.

**Responsibilities**

**Deliver Excellent Service to Tenants**
- Establish and maintain professional working relationships with tenants
- Independently respond to complex tenant queries that have been escalated from subordinates and obtain assistance in responding to such inquiries when necessary
- Implement special activities and programs to add value to the tenant’s experience at the property when requested by their supervisor

**Ensure Accuracy and Reliability of Financial Information for Properties, Working with Accounting**
- Prepare tenant charge back quotations and obtain written sign-off from tenant prior to commencement of any request or project
- Prepare tenant invoices including chargebacks and for metered utilities in a timely manner to ensure they are processed by the month end deadlines set by the Controller
- Ensure accuracy and completeness of tenant chargeback invoices
- Ensure accurate and timely monthly tenant billings through the monthly rent roll reconciliations and rent rolls processing
- Obtain on a monthly basis the sales figures from retail tenants where applicable, perform calculations for percentage rent and invoice tenants, accruals and billings as required
- Forward all tenant billings to Accounting on a timely basis
- Complete deposit slips for receipts from tenants; deliver deposits to bank as a priority item and report deposits to Accounting
- Manage tenant accounts receivables, prepare monthly parking revenue reports and oversee the collection of rent and other payments from tenants
- Investigate occupancy costs, escalations, billing discrepancies and submit changes to Property Manager for approval
- Update the monthly Accounts Receivables Report and submit to Property Manager for review
- Assist in preparing annual operating budgets
- Prepare monthly accrual listings
- Analyze and reconcile general ledger accounts in conjunction with direction from the Property Accountant and/or Property Manager
- Update monthly budget-to-variance spreadsheets for all assigned properties
- Track Capital Expenditures and reconcile accounts monthly

**Maintain Quality Building Premises**

**Ensure efficient and effective building operations.**
- Develop and maintain an effective line of communication within the Property Management and Operations group and provide additional administrative support as required
- Monitor and track utility accounts and direct metering, maintain property tax records and after-hours consumption of utilities
- Maintain parking records and ensure they are accurate
- Overview of Angus reports to ensure tenant calls have been dealt with on a timely basis
- Assist in maintaining property specific emergency procedures and update Tenant Welcome Manuals
- Maintain records and schedules of services contracts for each building
- Review annual audits prepared by Administrative Assistant to ensure that tenant insurance certificates are current
- Maintain electronic filing system for all documents in accordance with Crown’s established guidelines
- Prepare all relevant tenant letters and documentation for year end recoveries
- Assist in coordinating tenant moving in/out (access cards, parking, signage, etc.)
- Prepare vacancy rebates and MPAC forms, to be sent to the City for all properties for review by the Property Manager
- Coordinate all tenant appreciation and property events and tenant special requests as requested by their supervisor

**Provide support to other CPMI team members.**
- Provide administrative support to the Operations staff, Property Manager, Assistant Property Manager and Director, Property Management
- Assist Property Manager with monthly/quarterly reporting requirements and annual budget process as required
- Prepare expense reports as required
- Obtain assistance from Accounting as required to address complex tenant or supplier inquiries
- Respond to inquiries from Accounting related to supplier or tenant issues
- Provide Administrative Assistant relief as required

**Promote Environmental Sustainability in Building Operations**
- Seek opportunities to reduce energy consumption
- Work with waste removal contractors to maximize diversion from landfill

**Perform other related responsibilities as requested from time to time**

**Qualifications**

**Education**
- Minimum high school diploma
- Post-secondary education preferred

**Professional Experience**
- Minimum 3 to 5 years in property management administration or equivalent commercial real estate environment
- Continuing involvement with professional organizations such as BOM

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