Property Administrator

Join our team as a Property Administrator to support the retail management of multiple properties. As a key point of contact for tenants and contractors, you’ll help ensure smooth operations, accurate documentation, and exceptional service. This role offers a dynamic mix of administrative, marketing, and accounting support in a fast-paced environment.

Warrington PCI Management, a leading third-party property management, leasing, and strata management company. The company manages approximately 17 million sq ft of retail, office, industrial, multi-family and marine properties throughout the Lower Mainland. We are hiring for a permanent full-time Property Administrator for Telus Garden located in Downtown Vancouver and are looking for individuals with strong administrative experience and the passion for commercial real estate.

**Primary Purpose**

The primary purpose of the Property Administrator is to provide administrative assistance to the retail management team on multiple properties. With mínimal guidance from the General Manager, the Property Administrator acts as a point of contact and coordinates the day-to-day tenant inquiries and maintenance requests. The Property Administrator provides administrative support to ensure the building is maintained to a high standard while ensuring the required documentation is completed for tracking purposes.

**Specific Responsibilities**

The responsibilities of this position will include, but not be limited to, the following:
**Tenant and Client Relations**
- Build and maintain strong working relationships with tenants, on-site personnel, and owners through regular communication
- Provide timely and appropriate response and action to tenant and client inquiries and requests
- Meet tenants and/or clients on-site as may be required
- Receive, direct and take messages from incoming calls in a professional and friendly manner.
- Liaise and coordinate with customers, owners, tenants, contractors and walk-in guests and respond to any inquiries and/or refer inquiries to appropriate team members

**Administration Duties**
- Assist General Manager with building operational procedures including recording and reporting tenant open/close infringements and assisting with the monthly traffic reporting as required
- Work with Operations Managers in the preparation of tenders, contracts, and purchase orders
- Assist the Operation Managers in coordinating contractor work
- Assist in obtaining quotations for building services and draft and review contracts and agreements
- Assist the Tenant Coordinator in overseeing tenant improvements and Landlords work
- Prepare welcome packages, tenant correspondences, notice, spreadsheets, PowerPoint presentations as required by the General Manager, Marketing Manager or Operations Manager
- Manage the collection, review and tracking of all tenant files, including all tenant insurances, monthly sales reports
- Ensure annual recovery billings are distributed to tenants in a timely manner
- Regular tracking and updating of tenant restrictions and exclusives as noted in their lease
- Update contact list for after-hours call center and property information in a timely manner
- Assist with coordination of tenant moves (in and out) of leased premises
- Assist with storage agreement documentation along with delivery to tenants and respective status/tracking
- File and organize documents for the office which includes: Photocopying, scanning and filing copies of property documentation (tenant insurance and correspondences, contractor agreements, leases, building reports, etc.) and Courier and mailing documents as required

**Marketing Duties**
- Assist Marketing Manager organize Property events and non-profit groups contracts
- Assist with any other Marketing duties which may be assigned

**Accounting Duties**
- Assist with preparation, review, and distribution of monthly financial reports
- Review, code, and track account payable invoices in a timely manner to relevant contractors and properties, and request adjustments to invoices as may be required
- Assist Accounting with any account receivable duties including assisting in collecting rents in arrears
- Input monthly sales reporting in Yardi
- Assist Management team with annual operating budget

**Other Responsibilities**
- Other duties and special projects as reasonably required by the General Manager, Marketing Manager or Operations Manager.

**Qualifications**

To be successful in the position, an individual must be committed to developing, maintaining and demonstrating the following:
**Education and Experience**
- Minimum Grade 12 diploma or equivalent, with a preference for an administrative diploma or certificate
- Minimum two (2) years of related experience in administration
- Fluent in English, both written and verbal; fluency in another language would be an asset.
- Experience and working knowledge of Yardi Voyager, PayScan, and/or AngusAnywhere is an asset
- An established track record of e