Commercial Property Administrator

3 days ago

North York, Canada Greenwin Corp. Full time

Reporting to the Commercial Property Manager, the Commercial Property Administrator is responsible for supporting all aspects of day-to-day administrative activities for the commercial real estate portfolio.

**Duties & Responsibilities**:

- Liaise with tenants and accounting regarding A/R matters
- Report weekly on the status of account receivables
- Responsible for reviewing monthly recurring billings
- Process all invoices and related commercial reports (with Yardi) as assigned.
- Issue all purchase orders and assist accounts payable with invoice processing
- Invoice processing includes matching, coding invoices to comply with budget schedules and compiling and verifying batches submitted to Head Office Accounting
- Assist with preparing the annual budget process for assigned buildings within the portfolio.
- Monitor and track vacant unit utility accounts and ensure all accounts are on PAP.
- Read/understand leases to ensure accurate information is received and maintained.
- Read/review Lease Review Checklists and reports.
- Maintain and update security deposit reports.
- Responsible for tenant correspondence and building notices as required
- Maintain and update tenant information, including phone numbers, contact names and emergency contact information
- Ensure all tenants have provided current insurance certificates that are in compliance with the lease agreement; track and update COI expiries on a monthly basis
- Complete all administrative functions as required
- Liaise with tenants and contractors as required or directed; schedule and coordinate day-to-operations with tenants and contractors
- Other duties as directed by the Property Manager, Commercial
- Prepare monthly leasing & vacancy reports and stacking plans for clients
- Organize and schedule team meetings and prepare minutes as required
- Draft, edit and finalize maintenance contracts
- File electronic and hard copies of all essential documentation
- Order all supplies and equipment for buildings
- Support Property Manager and Building Operator with all administrative and operational tasks
- Handle tenant requests and work orders
- Handle leasing inquiries and work with realtors to schedule tours
- Ensure health & safety compliance for all sites in the portfolio
- Responsible for security of buildings; issue key fobs and oversee door schedules and public access as required
- Incoming/outgoing inspections

**Qualifications**:

- 2+ years experience in administration, proficient with general principles of accounting
- Experience with Yardi is an asset.
- Intermediate to advanced skills in Microsoft Office
- Previous property management experience is an asset
- Oral, written and presentation skills with attention to detail
- Ability to develop and sustain cooperative working relationships with owners, tenants and co-workers
- Ability to exercise confidentiality
- Ability to multi-task, work under pressure and manage tight deadlines, and adapt to new ideas and constant changes
- Strong analytical and problem-solving skills
- Knowledge of commercial leasing is an asset

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