Senior Property Administrator

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We are a leading global real estate investor, developer and manager. We combine our capital with our capabilities to create real estate that strengthens economies and communities. By prioritizing people, partnerships and places, we generate meaningful returns for OMERS members, enhance value for our capital partners and create a brighter world for our customers. Join us to accelerate your growth & development, prioritize wellness, build connections, and support the communities where we live and work.

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Why join

our team? We are seeking a diligent, highly motivated individual to join our team at Southcentre Mall as a Senior Property Administrator. Reporting to the Property Manager, you will lead the team of Property Administrators who are responsible for the ongoing maintenance of rental charges and collection activities for Southcentre Mall and Executive Tower. You will work collaboratively in the areas of lease administration, accounts receivable, internal and external correspondence, as well as reporting and analysis for management and head office.

This position is located within the administration office in Southcentre Mall, which includes a variety of individuals from the departments that operate the shopping centre. Our office is focused on balancing high-quality work while fostering long-lasting, positive relationships with our tenants and vendors, as well as promoting an environment that builds our people up to strive for their best. You will be a key member of an engaged, high-reaching team—part of a world-class, winning culture that fosters collaboration and excellence while prioritizing people development and focusing on long-term growth. We take great pride in leading the industry by earning respect through every interaction, every day.

We go above and beyond to protect and grow relationships by anticipating needs, being honest and considerate, and valuing customers as genuine partners. As a member of this team, you will be responsible for:LEASE ADMINISTRATION• Review and enter Retail and/or Office Leases into the operating system, including financial data, sales overage, relevant lease articles and other lease details• Review and submit lease profile listings to the Property Manager, ensuring accuracy in accordance with Lease• Validate and process tenant rental charges including monthly recurring billings and retroactive adjustments as required• Review and enter specialty leasing, storage, parking and other license agreements• Maintain GLA inventory and adjust lease set ups based on area certifications• Monitor validation reports to ensure set ups are up to date and accurate• Oversee the maintenance and tracking of all tenant information and documentation, auditing periodically for accuracy• Provide guidance and support to the team with respect to lease clause interpretation and researchCASH RECEIPTS & AR COLLECTION ACTIVITIES• Process and enter cash receipts in the system, including cheques, EFTs, and wire payments• Prepare and post PAD in accordance with the established process• Manage the accounts receivables process as well as follow-up on outstanding lease documents.• Contact tenants to arrange collection of outstanding arrears and establish relationships with tenants to help the flow of information• Report status at regular intervals to the Property Manager, attend and share information in regular AR meetings• Send out monthly statements of account for tenants who have arrears and follow up to resolve balances in a timely fashion• Prepare and distribute Rental Advice Notices when tenant rental charges change• Prepare new tenant packages including rental advice notices, PAD forms, and payment instructions• Prepare ‘Demand’ and ‘Default’ notices for late/non-payments, as directed and in accordance with the Lease• Complete account reconciliations, investigating discrepancies and communicating findings with the tenants as requiredMANUAL BILLINGS & ACCRUALS• Prepare, validate and post manual billings, including tenant chargebacks, percentage rent, or other charges as required under the Lease or as directed• Investigate and resolve tenant disputes regarding operating cost contributions and other charges• Complete percentage rent and other revenue accruals on a monthly basis for unbilled revenue• Monitor and accrue leasing costs, such as Tenant Allowances, including preparation of TA packages prior to payment approvalREPORTING & ANALYSIS• Complete monthly reports for Property Manager review, including audit reports, rent rolls, occupancy, and move in/out reports• Oversee entry of sales reports for the property to ensure completeness and accuracy• Prepare variance analysis commentary based on thorough research and analysis• Estimate and enter missing sales dataOTHER RESPONSIBILITIES• Assist with annual budget and quarterly reforecast processes, including detailed review of expenses, revenues, and occupancy• Liaise with Property Accountants in relation to property revenues/expenses, etc.• Recommend and process bad debt allowances and write-offs with approval of Property Manager• Provide informational support to Property Manager and General Manager and other departments as required• Administer and reconcile petty cashTEAM LEADERSHIP• Provide leadership and mentorship to the Property Administration team, and communicate between them and the Property Manager• Support Property Administrators on day-to-day tasks, providing guidance and distributing tasks as required• Participate in weekly office meetings on behalf of the Property Administration team• Prepare and deliver training to the Property Administration team, as needed or when procedures changeTo succeed in this role, you have:• Post-secondary education in Business Administration, Property Management and/or a related field• Minimum of 3+ years of directly related experience in shopping centre administration• Experience in Property Management Software including JDE, Yardi and MS Office applications including Word, Excel, Outlook and Teams• Highly analytical and can manage priorities under pressure with careful attention to detail• Strong organizational skills and proven abilities to prioritize and meet deadlines for changing priorities• Experience with successfully leading and coaching a team• A self-starter approach with proven qualities of being proactive, self-motivated, resourceful and goal-oriented#IND1Oxford's purpose is to strengthen economies and communities through real estate. Our people-first culture is at its best when our workforce reflects the communities where we live and work — and the customers we proudly serve. From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience.

This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our committee and employee recognition programs.