Property and Leasing Administrator

**ABOUT PETWIN PROPERTIES**

Since its first real estate acquisition in 1967, Petwin Properties has been a trusted provider of commercial and residential leasing opportunities across Canada and the United States. Our presence spans vibrant Canadian cities such as Calgary, Edmonton, and High River, as well as bustling metro areas in the US, including Phoenix, Scottsdale, Tempe, Las Vegas, and Honolulu.

We pride ourselves on delivering an unparalleled tenant rental experience, achieved through our unwavering focus on three key aspects: Quality Leasing Opportunities, On-Site Property Management, and a strategic Asset Management Strategy. By prioritizing location, accessibility, and functionality, we strive to exceed customer expectations and provide spaces that foster thriving lifestyles and businesses.

At Petwin Properties, our dedicated team of professionals is passionate about delivering exceptional property management services. From our leadership and administrative staff to our on-site management and maintenance teams, we are driven by a commitment to customer satisfaction. We go above and beyond to ensure our clients' needs are met, offering 24/7 emergency availability, responsive communication, and proactive maintenance practices. With safety as our top priority, we aim to create secure and comfortable living and working environments for our tenants. Get to know the Petwin team and experience the advantages of working with us.

**THE ROLE**:
Reporting to the Senior Property Manager this role is responsible for property, leasing and corporate administration.

**RESPONSIBILITIES**:
**LEASING ADMINISTRATION**:

- Provide support in preparing, reviewing, and tracking lease agreements, renewals and amendments when required.
- Maintain up-to-date lease files and ensure proper documentation is obtained and filed in accordance with company policy.
- Provide support in monitoring key lease dates (e.g., expiries, rent escalations, renewals) and provide timely reminders to property managers or tenants when required
- Coordinate lease signing processes between tenants, legal teams, and property management.
- Input lease data into property management software and ensure accuracy of information

**TENANT RELATIONS AND COMMUNICATIONS**
- Act as the first point of contact for tenant inquiries and provide timely responses or escalations as needed.
- Assist in the onboarding of new tenants and coordinate move-in/move-out processes.
- Send communications to tenants regarding notices, maintenance schedules, and general updates.
- Collect and track tenant documentation such as insurance certificates and compliance forms.

**PROPERTY ADMINISTRATION AND REPORTING**
- Support property managers with day-to-day administrative tasks including scheduling, filing, and correspondence.
- Assist with rent collection tracking, follow-ups on arrears, and coordination with accounting teams.
- Generate regular reports on lease status, occupancy, and other KPIs for internal use.
- Help coordinate property inspections, repairs, and service requests with vendors and contractors.
- Ensure property management systems are up to date and accurate.

**CORPORATE ADMINISTRATION**
- Greet visitors at reception
- Manage incoming/outgoing mail and courier services.
- Register and track parking passes with Parking Services.
- Order and track office and kitchen supplies.
- Track and order welcome baskets for both Commercial and Residential tenants.
- Maintain an accurate inventory of building keys, track insurance and returns, and ensure security protocols are followed.
- Organize and maintain files and documents.
- Request, review, and track Certificates of Insurance from commercial tenants and vendors to ensure compliance with lease requirements.
- Manage Yardi data
- Process monthly rental cheques.

**QUALIFICATIONS, SKILLS, ATTRIBUTES AND EDUCATION**:

- Experience in property management, real estate, or leasing administration is required.
- Strong knowledge of lease documents and basic lease terms.
- Excellent communication and interpersonal skills for dealing with tenants, vendors, and internal stakeholders.
- Proficiency in property management software, Yardi.
- High level of accuracy, organization, and attention to detail.
- Ability to multitask, prioritize, and work independently in a deadline-driven environment.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Advanced skills in Microsoft Excel, along with proficiency in Microsoft Suite and experience with an ERP system.
- Laptop, mobile phone, and digital literacy capabilities, including experience with Microsoft Office Suite and/or other programs and databases. The ability to adapt to new technologies.
- Diploma or degree in Business Administration, Real Estate, Property Management, or a related field
- 2+ years of experience in property or leasing administration.
- Property Administrator or Real Estate License (where applicable) is an asset.

This position offers an opportunity