Property Administrator

2 months ago

Vancouver, Canada Warrington PCI Management Full time

Warrington PCI Management is the largest commercial property managers in BC. The company manages approximately 18 million sq ft of retail, office, industrial, multi-family and marine properties throughout the Lower Mainland. We are looking for an experienced Property Administrator who can assist on properties with the focus on a residential rental portfolio.

*The start date for this position will be in January 2023 or February 2023*

**Primary Purpose**

The primary purpose of the Property Administrator is to provide administrative assistance to a team of assigned property managers. With mínimal guidance from the Property Manager(s), the Property Administrator acts as a point of contact and coordinates the day-to-day tenant inquiries and maintenance requests. The Property Administrator provides administrative support to ensure the building is maintained to a high standard while ensuring the required documentation is completed for tracking purposes.

**Specific Responsibilities**

The responsibilities of this position will include, but not be limited to, the following:
**Tenant and Client Relations**
- Build and maintain strong working relationships and provide best in class service with tenants, on-site personnel, contractors and owners through regular communication
- Provide timely and appropriate response and action to tenant and client inquiries and requests
- Liaise and coordinate with resident managers, on-site personnel, owners, tenants and contractors as necessary
- Meet tenants and/or clients on-site as may be required

**Property Management**
- Assist with preparation, review, and distribution of monthly financial reports, AGM/SGM packages and minutes
- Review, code, and track account payable invoices in a timely manner to relevant contractors and properties, and request adjustments to invoices as may be required
- Review receivables with property managers on a monthly basis and assist in collecting rents in arrears
- Assist Property Managers with building operational procedures
- Assist the Property Managers in coordinating contractor work
- Work with Property Managers in the preparation of tenders, contracts, and purchase orders
- Assist the Property Managers in overseeing tenant improvements and Landlords work
- Assist in obtaining quotations for building services and draft and review contracts and agreements
- Assist with coordination of tenant moves (in and out) of leased premises
- Prepare welcome packages, tenant correspondences, notices and other documentation as may be required by the Property Manager
- Process and distribute paperwork to relevant parties including Strata forms and documentation
- File and organize documents for Property Managers which includes: Photocopying, scanning and filing copies of property documentation (tenant insurance and correspondences, contractor agreements, leases, building reports, etc.)
- Assist Property Managers with registration of Liens and/or Release of Liens
- Responsible for the collection, review and tracking of tenant insurance and other tenant-related documentation
- Update contact list for after-hours call center and property information in a timely manner
- Residential duties as maybe required contingent on the portfolio of the property managers

**Other Responsibilities**
- Reception coverage as needed which includes answering and directing phone calls, greeting guests, couriering and mailing packages
- Provide vacation coverage for other property administrators as may be required
- Other duties and special projects as required by the Property Manager(s)

**Qualifications**

To be successful in the Property Administrator position, an individual must be committed to developing, maintaining and demonstrating the following:
**Education and Experience**
- Degree or diploma in a related field, with a preference for a commerce or business-related major
- Minimum two (2) years of related experience in property management, preferably in strata and residential
- Fluent in English, both written and verbal. Fluency in another language an asset.
- Experience and working knowledge of Yardi Voyager, PayScan, and/or AngusAnywhere is an asset
- An established track record of excellent customer service

**Competencies**
- Practical judgement and decisive manner
- Excellent communication skills, both written and verbal in the English language, other languages is an asset
- Ability to work efficiently under pressure and maintain a calm focus
- Detail oriented with exceptional analytical and problem-solving abilities
- Positive self-starter, self-motivated, hands-on mentality with the ability to work independently and in a team environment
- A dedication to providing exceptional customer service
- Excellent organization and time management skills with the ability to complete work in a timely manner with accuracy and attention to detail
- Ability to cope with changes including changes in business and client needs
- Ability to work in a fast-pace environment
- Abi

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