Property Administrator

**Property Management - Property Administrator**

**THE TEAM**

As local representatives of Gulf Pacific, the mission of the Property Management team is to uphold the highest standard of operational and administrative excellence in property management. The Property Management team is responsible for maintaining a high level of communication with tenants to ensure their requests and concerns are addressed effectively and efficiently.

**THE OPPORTUNITY**

As a local representative of Gulf Pacific reporting to the Property Manager, the incumbent is expected to conduct themselves appropriately and present an acceptable and professional appearance. All responsibilities must be completed with mínimal supervision, maintaining a high level of communication with the supervisor to keep them informed of impactful situations. The role also involves staying informed about industry changes, contributing to policy improvements, ensuring timely report distribution, and handling any additional duties assigned by the property manager, all aimed at maximizing property value and minimizing risks.

**THE ROLE**

As the Property Administrator, you will assist the team to perform the following:
**Client Relations/Client Reporting**
- Understand the expectations of the clients, in collaboration with the property manager, and update or reconfirm them from time to time.
- Attend regular client/tenant meetings as required and communicate with the client as required.

**Tenant Relations & Retention**
- Assist in proactively managing relationships with tenants by anticipating their needs to help eliminate potential issues.
- Respond to tenant requests in a timely and professional manner. Create a ‘Best in Class’ service by being timely and responsive.
- Proven excellence in servicing tenants with the ability to see both the tenant’s/customer’s perspective and the impact on the organization and the property.
- Prepare and distribute tenant Welcome Packages.
- Maintain and update tenant contact information as required.
- Coordinate tenant events, marketing, and website information

**Budgeting & Financial - in collaboration with the Property Manager**
- Assist in the preparation of annual operating budgets and monitor deadline dates.
- Manage the distribution of budget packages, Rental Schedules, CAM billings and Year End expense reconciliation statements.
- Review Accounts Receivables and collect rents in arrears. Launch and monitor collection actions in conjunction with the property manager instructions.
- Track annual real estate tax payments and assessment valuations for portfolio.
- Prepare tenant chargeback letters, residential rent increases form, post-dated cheque requests.
- Perform credit checks and corporate title searches as required.
- Review and process Lease Summaries.
- Distribute residential rental increase notices.
- Collect and process Gross Sales reports.

**Maintenance**
- Assist with service call placement and tracking of service events.
- Obtain quotes and place orders for services as directed by property manager.
- Assist in sustainability and energy management programs as required.
- Utilize and maintain maintenance &/or service request data.
- Monitor performance of Tenant (Tenants Service Requests) & Contractor Work Orders. Ensure they are addressed, distributed, acted upon, and closed in a timely manner.

**Service Contractors & Suppliers**
- Assist with the review and maintain records of contract expiry dates.
- Assist with tracking of service providers and suppliers’ compliance with Provincial codes/acts, WorkSafe, and GPPPM requirements.
- Follow up with suppliers and contractors that goods and services provided are to our satisfaction, as required.

L**easing & Lease Administration**
- Prepare licensing, parking, signage agreements as required.
- Act as back-up and/or relief for additional documentation as required.

**Strata Administration - if applicable**
- Prepare and distribute AGM & Strata Council Meeting agendas and minutes.
- Maintain strata records as required.
- Prepare Form F & B’s as required, generate invoices as applicable.

**THE QUALIFICATIONS**

The Property Administrator has:

- Minimum of 2-3 years related office experience in a property management,development or property service-based environment.
- General understanding of the basics of commercial property management, an individual with a “can do attitude.”
- Valid Provincial Real Estate License for Property Management and Trading or Strata, preferred or willing to obtain, but not required.
- Independent, self-starter, team player. Excellent organizational, priority, and communication skills.
- Able to work well under pressure, deal with multiple deadlines and priorities, effectively handle stressful situations, deal intuitively with situations, and work with mínimal directions and supervision.
- High degree of professionalism and passion for success.
- Ability to develop and maintain excellent working relations with