Bilingual Property Administrator

2 days ago

Ottawa, Ontario, Canada First Capital REIT 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 Gloucester City Centre in Ottawa. As a key member of our team, you will provide administrative support to effectively operate and maintain a portfolio of retail properties.

Key Responsibilities:

  • Provide critical administrative support to the property management team, including accounts receivable reporting, accounts payable processing, budgeting, and tenant communication.
  • Conduct a thorough review of the monthly rent-roll and pre-authorized debit report.
  • Prepare and process purchase orders and accounts payable invoices, ensuring timely payment to suppliers.
  • Send, collect, and process various tenant chargebacks, maintaining accurate records and resolving any discrepancies.
  • Oversee the payment of utilities, track billing, and assist with collection of data for tenant charge backs, and environmental, social, and governance (ESG) reporting.
  • Prepare manual tenant statements of accounts and manage account reconciliations, ensuring accuracy and completeness.
  • Issue demand, default, or termination notices to tenants, as required.
  • 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 analysis and recommendations.
  • Monitor, track, and collect tenant insurance and tenant sales reports, maintaining accurate records.
  • Prepare check lists for tenants' move-in and move-outs, 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.

Requirements:

  • One (1) to three (3) years of administration experience, ideally within residential, commercial, or retail property management.
  • Solid understanding of basic accounting principles.
  • Post-secondary education, preferably in business, accounting, or related field as an asset.
  • Must be fully bilingual in French and English.
  • Excellent communication skills to effectively communicate with tenants, suppliers, internal teams, and other stakeholders.
  • Strong attention to detail and time management skills to coordinate multiple, competing priorities and deadlines.
  • 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.

About First Capital REIT:

We invest in People. Along with our competitive compensation packages—we're always thinking of new ways for our people to share in the company's success. We are very proud to offer the following to our employees:

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

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