Bilingual Property Administrator

1 week ago

Ottawa, Ontario, Canada First Capital Full time
About the Role

We are seeking a highly organized and detail-oriented Bilingual Property Administrator to join our dynamic property management team at First Capital. As a key member of our team, you will provide critical administrative support to our property managers, ensuring the smooth operation of our retail properties.

Key Responsibilities
  • Administrative Support: Provide administrative support to the property management team, including accounts receivable reporting, accounts payable processing, budgeting, and supplier invoicing.
  • Rent Roll Review: Conduct a thorough review of the monthly rent-roll and pre-authorized debit report to ensure accuracy and compliance.
  • Accounts Receivable: Perform accounts receivable reporting, including bank deposits, form filling, and inputting accounts receivable commentary.
  • Purchase Orders and Invoices: Prepare and process purchase orders and accounts payable invoices in a timely and accurate manner.
  • Tenant Communication: Send, collect, and process various tenant chargebacks, and oversee the payment of utilities, track billing, and assist with collection of data for tenant charge backs, and environmental, social, and governance (ESG) reporting.
  • Account Reconciliations: Prepare manual tenant statements of accounts and manage account reconciliations to ensure accuracy and compliance.
  • Tenant Notifications: Issue demand, default, or termination notices to tenants, and review and prepare tenant notification letters, stop billing notices, last month's rent application, and security deposit application.
  • Tenant Refunds: Prepare and issue tenant refunds in a timely and accurate manner.
  • Budgeting and Financial Reporting: Assist with monthly and annual budgets, and monitor, track, and collect tenant insurance and tenant sales reports.
  • Move-In and Move-Out: Prepare check lists for tenants' move-in and move-outs, and ensure all documentation is completed.
  • Liaison with Teams: Liaise with the Operations team to dispatch maintenance and security at tenant's request, and to facilitate smooth day-to-day site activities.
  • Accurate Tenant Information: Liaise with property accountants, lease administrators, and legal to ensure the accuracy of tenants' information.
  • Reception Duties: Perform reception duties on a rotational basis, including answering and dispatching incoming calls, distribution of mail, and ordering of office supplies.
  • Special Projects: Participate in special projects and take on other duties as assigned.
Requirements
  • Education: Post-secondary education, preferably in business, accounting, or related field.
  • Experience: One (1) to three (3) years of administration experience, ideally within residential, commercial, or retail property management.
  • Language: Must be fully bilingual in French and English.
  • Skills: Solid understanding of basic accounting principles, excellent communication skills, strong attention to detail, and time management skills to coordinate multiple, competing priorities and deadlines.
About First Capital

First Capital is a leading owner, operator, and developer of grocery-anchored open-air centers in Canada. We are committed to creating thriving properties that generate value for businesses, investors, and our neighborhoods. Our team is dedicated to fostering a vibrant culture that ensures equal opportunity and well-being for all employees in a dynamic workplace.

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