Property Administrator

1 month ago


Ottawa, Canada The Properties Group Full time

The Commercial Property Management Administrator (PMA) reports to the Property Management Department Manager and is responsible for providing administrative assistance to the department. The PMA is responsible for coordinating the paper-flow within the department and for being the initial point of contact for service calls and other tenant concerns. The position requires excellent interpersonal skills and the ability to work with tenants to resolve issues and disputes; excellent communication skills (oral and written); good computer skills in all relevant software and familiarity with company databases and reporting systems.

Specific Tasks

1. Maintain all building files and records in accordance with corporate file structure.

2. Receive tenant maintenance requests and create required work orders in YARDI.

3. Provide work orders for out of town managers and in-town supers.

4. Preparation of department correspondence including but not limited to form letters, general notices, service contracts, ensuring copies are kept in appropriate folders in database.

5. Send welcome information package to new tenants.

6. Collect emergency contact information from tenants and follow-up annually to update.

7. Maintaining supplier insurance files and WSIB information, verifying certificates are current, requesting new ones upon expiry.

8. In cooperation with the Receptionist and Accounting maintain up-to-date tenant and vendor insurance certificates.

9. Maintain ongoing tracking programs for portfolio.

10. Receive and stamp accounts payable invoices, match invoices to purchase orders and ensure approval process is followed and update purchase order status in YARDI.

11. Investigate invoices with no matching purchase orders/time sheets and resolve outstanding issues.

12. Update & maintain all related PM databases and programs.

13. Track and maintain Site Superintendents uniform allotments.

14. In PM’s and PA’s absence, help cover off by assisting remaining PM and completing additional PA tasks.

15. Maintain Key/card access control systems.

16. Issue reminders of upcoming required actions to team members.

17. Follow-up message centre after-hours call logs and ensure appropriate action was taken and duly documented.

18. Assist with the tendering, awarding and management of contracts.

19. Assist with maintenance and administration of office equipment.

20. Provide backup receptionist duties as required.

21. Prepare Site Superintendent’s time and mileage sheets for approval and chargeback to properties. Obtain Property Manager’s sign off on both.

22. Review the open purchase order log and cancel purchase orders as required.

23. Interact with Accounting, Tenants and Property Managers with regards to collection of outstanding accounts.

24. Adjust building card access and elevator systems to facilitate property operating hours.

25. Track and maintain parking agreements, plans and systems.

26. Maintain phone systems.

27. Coordinate, maintain and update the PSPC security clearances for all staff.

28. Assist in the annual Budget and Business Planning processes.

29. Other duties as assigned by Management.

**Salary**: $50,000.00-$57,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- RRSP match

Schedule:

- 8 hour shift

**Experience**:

- property management: 1 year (preferred)
- Property Leasing & Management Occupations: 1 year (preferred)
- Yardi: 1 year (preferred)

Work Location: In person



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