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Property Administrator

2 months ago


Montreal, Quebec, Canada First Capital REIT Full time

About the Role:

We are seeking a highly organized and detail-oriented Property Administrator to join our dynamic property management team at First Capital REIT. As a key member of our team, you will be responsible for providing administrative support to effectively operate and maintain a portfolio of retail and mixed-use properties.

Key Responsibilities:

  • Provide critical administrative support to the property management team, including accounts receivable and payable processing, budgeting, and supplier invoicing.
  • Conduct a thorough review of the monthly rent-roll and pre-authorized debit report to ensure accuracy and compliance.
  • Prepare and process purchase orders, accounts payable invoices, and tenant chargebacks in a timely and efficient manner.
  • Assist with the preparation of manual tenant statements of accounts and manage account reconciliations.
  • Issue demand, default, or termination notices to tenants and provide related reporting.
  • Review and prepare tenant notification letters, stop billing notices, last month's rent application, and security deposit application.
  • Prepare and process write-offs/take into income and issue tenant refunds.
  • Assist with monthly and annual budgets, expense variances, and forecasts.
  • Monitor, track, and collect tenant insurance and tenant sales reports.
  • Oversee the payment of utilities, track billing, and assist with the collection of data for tenant chargebacks, and environmental, social, and governance (ESG) reporting.
  • Coordinate tenants' move-in and move-outs.
  • Liaise with the Operations team to dispatch maintenance and security at tenant's request and to facilitate smooth day-to-day site activities.
  • Liaise with property accountants, lease administrators, and legal to ensure the accuracy of tenants' information.
  • Participate in special projects and take on other duties as assigned.

Requirements:

  • One (1) to three (3) years of administration experience, ideally within commercial or retail property management.
  • Solid understanding of basic accounting principles.
  • Post-secondary education, preferably in business, accounting, or related fields.
  • Fully Bilingual in French & English.
  • Excellent communication skills to effectively communicate with tenants, suppliers, internal teams, and others.
  • Strong attention to detail and time management skills to coordinate multiple, competing priorities and deadlines.
  • A team-player; willing to step in and lend a hand as needed and you identify the opportunities to do so.
  • Solid computer skills coupled with sound knowledge of Microsoft Office (Excel, PowerPoint, Word, and Outlook). Experience working with JDE and Building Engines would be an asset.

What We Offer:

  • Flexible Hours
  • Remote workdays
  • Company-matched savings plans
  • Annual Wellness Subsidy
  • Tuition & Development Program
  • Employee Referral Program
  • Rewards and Recognition Programs
  • Paid time off during December holiday season
  • Parental leave benefits