Property Administrator

Position: Property Administrator / Co-ordinator
Reports Directly To: Office Manager
Direct Reports: N/A
Role Type Full time

**Salary**: $35,000.00 - $40,000.00 annually

**COMPANY PROFILE**:
Falco Group of companies has been providing service in Real Estate, Mortgage, Finance, Construction &
Development, and Hospitality industry for over 28 years. Our diverse service offering spans across North
America. We have a large customer base that relies on our dependable investment and growth vehicles.

**JOB SUMMARY**:
**JOB DESCRIPTION**:
**A. Property Development - Analysis - Pipeline - Coordination.**

1. Assist in the definition of property site scope and objectives, involving all relevant stakeholders and ensuring technical feasibility
2. Track and analyze each property performance, expenditures, procurement and report any possible or current blockers, risks, overflows, deficits.
3. Monitoring the collection of rental payments and undertaking collection efforts, providing weekly reports on the status of accounts receivable.
4. Maintaining tenant contact lists, vendor and fire warden lists, emergency call out lists.
5. Prepare year end reconciliation letters, send for approval, once approved send out to the tenants with the required back up
6. Maintaining insurance binders for tenants and vendors (+WSIB) to ensure that all requirements are being met.
7. Prepare, maintain, key in, edit and proofread correspondence, invoices, presentations, reports and related material using computers.

8. Schedule / confirm appointments / meetings, inspections with work orders / Agenda / documenting deliverable outcomes from the meeting.

9. Maintain customer contact and conduct continuous follow-up communication.
10. Answer incoming phone calls/E-Mails and manage daily operations of the Property

Administrator.
11. Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments, clients, professionals, suppliers and among members of the organizations.

12. Send all disclosures, written communication and managing correspondence to all the stakeholders in that project.

13. Greet visitors, ascertain nature of business and direct them to appropriate person.
14. Keep track of relevant Accounts Receivables
15. Maintain customized in-house database
16. Basic to moderate Graphic Designing skills
17. Any additional duties and responsibilities as may be assigned from time to time.

**B. Collection - Analysis - Pipeline**

1. Know Your Product (KYP) - responsible for through knowledge about the product and scope.
2. Know Your Trade (KYT) - Responsible to follow proper protocol and processes to align with company policies and procedures.
3. Collection of Present and future requirements from all the stakeholders
4. Research alternative solutions for each requirement.
5. Transform requirements and solution into projects pipeline and deliverables.
6. Work with resource management on resource planning, availability and allocation according to projects pipeline and deliverables.
7. Translate pipelines and deliverable into tasks, schedule and assign tasks

**C. Schedule - Coordination - Tracking - Execution**

1. Prepare the timeline - coordinate with team - keep project going according to schedule
2. Communication with all stakeholders for changes to the project scope, project schedule, and costs.
3. Track and analyze project performance, cost, schedule and report to the management on the changes in project scope, project schedule, and project costs, being able to suggest the improvements to all the above.

4. Create and maintain comprehensive project documentation

**D. Documentation Management**
1. Responsible for creation and ensuring accuracy and traceability of all documents.
2. Responsible for ensuring files are compliant with Falco Group’s and regulators’ policies.

**QUALIFICATION - CANDIDATE SHOULD POSSESS THE FOLLOWING**:
1. Bachelor's degree preferred or equivalent
2. Prior Property Management or relevant industry experience is a must
3. Expertise in Property Management Software, Quickbooks is a definite asset
4. Excellent Verbal & Written Communication skills
5. Fluent computer skills including Office 365 suite, Google Suite
6. Organized, ability to prioritize and multi task
7. Maintain a high level of professionalism
8. Team player

**WORKING CONDITIONS**
- Typical office hours: Monday to Friday - 9:00 AM - 5:30 PM;
- Light to infrequently moderate physical effort;
- Requires handling of light and moderate weight objects including office equipment and other office supplies and, frequently, sitting for prolonged periods of time while using the telephone and computer.

**Salary**: $35,000.00-$40,000.00 per year

Schedule:

- 8 hour shift

Ability to commute/relocate:

- Brampton, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- property management: 1 year (preferred)