Bilingual Property Administrator

2 weeks ago

Ottawa, Ontario, Canada First Capital REIT Full time

About First Capital REIT

First Capital REIT is a leading owner, operator, and developer of grocery-anchored open-air shopping centers in Canada's strongest neighborhoods. Our team of experts collaborates to create thriving properties that generate value for businesses, investors, and our communities.

Our Culture

We're proud to be one of the Greater Toronto Area's top employers, fostering a vibrant culture that promotes equal opportunity and well-being for all employees in a dynamic work environment. We offer rewarding opportunities to build meaningful careers in a fun and high-performing setting.

The Role

We're seeking a highly skilled Bilingual Property Administrator to join our dynamic property management team at Gloucester City Centre in Ottawa. As a key member of our team, you'll provide critical administrative support to effectively operate and maintain a portfolio of retail properties.

Key Responsibilities

  • Provide administrative support to the property management team, ensuring seamless day-to-day operations.
  • Conduct a thorough review of the monthly rent-roll and pre-authorized debit report, identifying areas for improvement.
  • Prepare and process accounts receivable reports, including bank deposits, form filling, and inputting accounts receivable commentary.
  • Process purchase orders and accounts payable invoices, ensuring timely payment and accurate record-keeping.
  • Send, collect, and process tenant chargebacks, maintaining accurate records and resolving disputes.
  • Oversee the payment of utilities, track billing, and assist with collection of data for tenant chargebacks and ESG reporting.
  • Prepare manual tenant statements of accounts and manage account reconciliations, ensuring accuracy and transparency.
  • Issue demand, default, or termination notices to tenants, maintaining a professional and courteous tone.
  • Review and prepare tenant notification letters, stop billing notices, last month's rent application, and security deposit application.
  • Prepare and issue tenant refunds, ensuring timely and accurate processing.
  • Assist with monthly and annual budgets, providing financial insights and recommendations.
  • Monitor, track, and collect tenant insurance and tenant sales reports, maintaining accurate records.
  • Prepare checklists for tenants' move-in and move-out, ensuring all documentation is completed.
  • Liaise with the Operations team to dispatch maintenance and security at tenant's request, facilitating smooth day-to-day site activities.
  • Liaise with property accountants, lease administrators, and legal to ensure the accuracy of tenants' information.
  • Perform reception duties on a rotational basis, including answering and dispatching incoming calls, distribution of mail, and ordering of office supplies.
  • Participate in special projects and take on other duties as assigned, demonstrating adaptability and a willingness to learn.

Requirements

  • One to three years of administration experience, preferably within residential, commercial, or retail property management.
  • Solid understanding of basic accounting principles, with the ability to apply them in a real-world setting.
  • Post-secondary education, preferably in business, accounting, or a related field, is an asset.
  • Must be fully bilingual in French and English, with excellent communication skills and attention to detail.
  • Service-oriented with the ability to problem-solve and offer solutions, creating a positive experience for tenants and internal stakeholders.
  • Strong computer skills, with proficiency in Microsoft Office (Excel, PowerPoint, Word, and Outlook), and experience working with JDE and Building Engines is an asset.

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