Rental Property Administrator
1 week ago
About the Role:
Fitzrovia is a vertically integrated developer and asset manager of purpose-built rental communities across the Greater Toronto and Montreal Areas. As a Project Administrator, Capital Projects, you will work closely with various divisional leads in the design, tendering, and execution of all capital projects across the portfolio.
About You:
We are looking for an experienced administrative professional to join our team. You have a strong background in administration, preferably within construction or real estate, with advanced knowledge of Microsoft Excel (e.g., VLOOKUPs, formulas) and proficiency in Microsoft Word and PowerPoint. Working knowledge of Yardi and BlueBeam Revu is an asset. You possess excellent communication skills, both written and verbal, and can manage and review documentation meticulously, ensuring accuracy and compliance with project requirements.
About the Job:
This role works on all areas of project management, including project planning, reporting, cost management, time management, quality and risk management, contract administration, site administration/management, and overall execution. You will assist in preparing tenders, product documentation, and Requests for Proposals (RFPs) for ongoing and upcoming projects. You will also draft and distribute reports and correspondence to consultants, contractors, property management teams, and upper management, ensuring clear and timely communication.
Your Responsibilities:
- Provide comprehensive administrative support for assigned projects, including managing calendars, preparing and distributing meeting minutes, and maintaining organized project files.
- Assist in preparing tenders, product documentation, and Requests for Proposals (RFPs) for ongoing and upcoming projects.
- Draft and distribute reports and correspondence to consultants, contractors, property management teams, and upper management, ensuring clear and timely communication.
- Coordinate with contractors, consultants, and accounting teams regarding invoicing, documentation, and other project-related matters.
- Create and issue Purchase Orders in Yardi as directed by the Capital Projects team, ensuring compliance with internal approval documentation requirements.
- Process invoices in Yardi, including matching them to purchase orders and contracts, coding invoices to align with budget schedules, and updating project cost trackers and/or Yardi Construction Manager systems.
- Administer project budgets and invoices within the platform.
- Work with the Accounting team to create and update project cost trackers or budgets at the start of the fiscal year or as required.
- Ensure the preparation, execution, and administration of construction contracts, including lien/title searches and holdback release documentation as needed.
- Assist in receiving tenders, conducting tender analyses, and coordinating contractor pre-qualification and ongoing vendor management.
- Collaborate with the property management team to coordinate projects impacting residents and building systems.
- Manage and maintain project documentation storage systems (e.g., Shared Drives, SharePoint) and ensure proper organization of contracts, close-out documents, and warranties.
Requirements:
- Post-secondary education in a related field is required.
- Minimum 1-2 years in an administrative role within construction or real estate.
- Advanced knowledge of Microsoft Excel (e.g., VLOOKUPs, formulas) and proficiency in Microsoft Word and PowerPoint. Working knowledge of Yardi and BlueBeam Revu is an asset.
- Proven ability to manage and review documentation meticulously, ensuring accuracy and compliance with project requirements.
Benefits:
Fitzrovia offers a competitive salary range of $60,000 - $80,000 per year, depending on experience.
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