Property Operations Specialist

2 weeks ago

Montreal, Quebec, Canada First Capital REIT Full time

First Capital REIT owns, operates, and develops grocery-anchored open-air centers in thriving Canadian neighborhoods. We strive to create vibrant properties that deliver value for businesses, investors, and our communities. As a top employer in the Greater Toronto Area, we foster a dynamic workplace that champions equal opportunity and well-being for all employees.

We are seeking a dedicated Property Administrator to join our property management team based in Saint-Leonard, Montreal. Reporting to the Property Manager, you will play a vital role in ensuring the smooth operation and maintenance of our retail and mixed-use properties.

Your Responsibilities:
  • Provide comprehensive administrative support to the property management team.
  • Review monthly rent rolls and pre-authorized debit reports meticulously.
  • Manage accounts receivable reporting, including bank deposits, form completion, and inputting accounts receivable commentary.
  • Prepare and process purchase orders and accounts payable invoices efficiently.
  • Handle tenant chargebacks by sending, collecting, and processing them accurately.
  • Generate manual tenant statements of accounts and oversee account reconciliations.
  • Issue demand, default, or termination notices to tenants and prepare related reports.
  • Draft tenant notification letters, stop billing notices, last month's rent applications, and security deposit applications.
  • Process write-offs/take into income and issue tenant refunds promptly.
  • Assist with monthly and annual budgets, expense variances, and forecasts.
  • Monitor, track, and collect tenant insurance and sales reports diligently.
  • Oversee the payment of utilities, track billing, and assist with collecting data for tenant chargebacks and ESG reporting.
  • Coordinate tenants' move-ins and move-outs seamlessly.
  • Liaise with the Operations team to dispatch maintenance and security at tenants' requests and facilitate daily site activities.
  • Collaborate with property accountants, lease administrators, and legal teams to ensure tenant information accuracy.
  • Participate in special projects and undertake other duties as assigned.
Your Qualifications:
  • One to three years of administrative experience, ideally within commercial or retail property management.
  • A solid understanding of basic accounting principles.
  • Post-secondary education, preferably in a related field.

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